Administrative Assistant – Job Post
Southern Oil – Johannesburg, Gauteng

Job Overview
The primary purpose of this role is to accurately capture daily stock movements, ensure all documentation for incoming and outgoing loads is correct and complete, and support efficient feed operations. The role also involves maintaining safety and housekeeping standards.

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Key Responsibilities

Stock Capturing & Reporting

• Record daily stock movements within 3 hours of the transaction (as per Stock Capturing SOP).
• Verify weights by comparing internal and external weighbridge readings and dips.
• Report any variances and submit all completed paperwork to the FM within required timelines.
• Investigate stock discrepancies immediately and communicate findings to the OM.
• Finalize month-end stock figures and transfer opening balances to the new month’s sheet by the first day of the month.

Operational Support

• Provide accurate instructions and blends within the required turnaround time.
• Arrange operator training with the LM when necessary.
• Ensure all documentation and control processes are properly checked to maintain smooth operations.

Load Documentation

• Ensure all GRVs and GDNs for raw materials and finished products are accurate and include correct product codes.
• Provide training for weighbridge operators when needed.
• Confirm correct order numbers on customer GRVs.
• Ensure all raw material and product loads (including drums and flowbins) are weighed correctly.
• Email weight information to suppliers within 24 hours.
• Attend daily 9:00 meetings with key departments to discuss stock, orders, schedules, and non-conformances.
• Follow up on outstanding shift instructions.

Driver Incentives & Trip Sheets

• Capture and submit driver incentive payments and trip bonuses by the 13th of each month.

General Data Capturing

• Complete additional data capturing tasks as requested.

Stock Control (PPE, Stationery, Consumables)

• Order and manage stock for PPE, stationery, and consumables.
• Maintain a clean and organized storeroom.

Archiving

• Organize and maintain archived company records.

Safety & Housekeeping

• Ensure compliance with hygiene, foreign body, and glass control standards.
• Monitor yard stock levels and ensure flowbin and drum limits are not exceeded.

Planning & Scheduling

• Plan and schedule daily UCO collections with stores and drivers.
• Capture data related to collections.

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Requirements

Qualifications & Experience

• Grade 12
• Computer literacy (Excel, Word, Outlook, SAP)
• Grade 12 Accounting
• Experience in a finance-related role is advantageous

Skills & Personal Attributes

• Strong organizational skills and attention to detail
• Self-motivated and able to work independently
• Good communication and interpersonal skills
• Positive, assertive, and logical thinker
• High initiative and customer-focused
• Able to perform under pressure and meet tight deadlines