Administrative Assistant

Company: Southern Oil

Location: Johannesburg, Gauteng

Posted: 7  – Open until filled

Job Description

The Administrative Assistant is responsible for ensuring accurate recording of daily stock movements, completing all associated paperwork for incoming and outgoing loads, and maintaining smooth feed operations. The role also involves upholding safety standards, good housekeeping, and efficient communication across the logistics and finance teams.

Key Responsibilities

• Capture daily stock movements immediately after they occur (within a 3‑hour turnaround).
• Verify weights by comparing internal weighbridge data, external weighbridge data, and dip measurements.
• Report all variances and hand completed paperwork to the Finance Manager in the required timeframe.
• Investigate and resolve stock variances promptly (3‑hour turnaround) and communicate discrepancies to the Operations Manager.
• Finalize month‑end stock figures and transfer opening stocks to the new month’s stock sheet by the first day of the month.
• Provide timely and accurate instructions and blend directions, following disciplinary procedures when necessary (3‑hour turnaround). Arrange training with the Logistics Manager for operators if required.
• Ensure all required documentation and control procedures are checked and verified to support smooth operations.
• Maintain correct and complete paperwork for all incoming and outgoing loads.
• Complete General Receipt Vouchers (GRV) and Goods Delivery Notes (GDN) for all raw materials and products, including product codes.
• Arrange training for weighbridge operators if necessary.
• Ensure correct order numbers on all GRVs issued to customers.
• Ensure correct weighing of all loads (including drums and flowbins) for raw materials in and product out.
• Email all weights of collected and processed loads to suppliers within 24 hours.
• Attend daily meetings at 9:00 am with the laboratory analyst, logistics manager, finance, and management to discuss stock levels, customer orders, daily schedules, and non‑conformances. Follow up on any missing instructions.
• Meetings must be held even if some staff are absent.
• Capture driver incentive bonuses and trip sheets.
• Submit driver incentives by the 13th of each month.
• Submit driver trip bonuses by the 13th of each month.
• Complete any additional data capturing as requested by the team.
• Manage stock of PPE, stationery, and consumables.
• Order PPE, stationery, and consumables as needed and keep the storeroom neat and tidy.
• Archive all company records neatly and maintain them.
• Ensure safety standards and good housekeeping are consistently met.
• Meet statutory requirements for hygiene, foreign body, and glass control.
• Monitor yard stock levels and maintain maximum limits for flowbins and drums (Yard stock list).
• Plan and schedule UCO collections with stores and drivers.
• Record data on UCO collections.

Qualifications & Experience

• Grade 12 (or equivalent) education.
• Computer skills: Excel, Word, Outlook, SAP.
• Accounting knowledge at Grade 12 level.
• Relevant work experience in a finance role is recommended.

Skills & Attributes

• Good organisational skills.
• Strong attention to detail.
• Self‑motivated and proactive.
• Effective communicator.
• Positive attitude and customer‑service orientation.
• Good interpersonal skills.
• Assertive and logical thinking.
• High level of initiative.
• Ability to work independently with a high degree of responsibility.
• Ability to work well under pressure and meet deadlines.

How to Apply

To apply for this position, visit soill.clayhr.com