Admin Assistant - Vkb Milling, Lydenburg
full-time
About the Role
We are looking for a highly organised, detail-oriented, and proactive Administrative Assistant to join our team at our mill. This role is ideal for someone who thrives in a structured administrative environment, enjoys maintaining accurate records, and takes pride in ensuring that information, documentation, and processes are managed efficiently and securely.
The successful candidate will play a critical role in supporting daily operations through accurate administration, reporting, customer service, record keeping, and coordination across multiple functions.
Key Responsibilities
Administration & Documentation
Create and issue picking instructions for customer loads.
Process customer load invoicing accurately and timeously after picking.
Prepare and distribute daily reports, including sales order load reports and fuel usage reports.
File and maintain invoices, Proof of Deliveries (PODs), and other operational documentation.
Scan and upload PODs and supporting documentation onto File Director and other document management systems.
Ensure all required administrative documentation is available, updated, and accessible at the front desk.
Assist with the scanning, indexing, and digitisation of archived documentation.
Maintain accurate records and ensure compliance with company document control procedures.
Customer Service & Cash Handling
Manage daily cash sales transactions (Groothandel).
Provide professional customer assistance and front-desk support.
Perform daily cash reconciliation and cash-up procedures.
Handle cash responsibly and in accordance with company policies and controls.
Inventory & Office Support
Manage stationery stock levels and coordinate ordering when required.
Ensure adequate office supplies are available to support daily operations.
Maintenance Administration
Support On-Key Maintenance administration functions.
Assist with maintenance planning, scheduling, and job card administration.
Ensure maintenance records are updated and accurately maintained.
Logistics & Pallet Control
Manage pallet control administration, including:
Verification of documentation.
Follow-up with customers and transporters.
Reconciliation and tracking of pallet movements.
Resolution of pallet-related discrepancies.
Finance Support
Provide relief support to the Assistant Accountant when required.
Assist with finance-related administrative functions as directed.
Minimum Requirements
Grade 12 / NQF Level 4 qualification.
Minimum 2-3 years' experience in an administrative role.
Strong administrative, organisational, and record-keeping skills.
High level of numerical literacy and attention to detail.
Proficiency in Microsoft Office Suite, with strong Excel capabilities.
Experience working with ERP, accounting, or business management systems will be advantageous.
Ability to work independently and manage multiple priorities effectively.
Strong communication and interpersonal skills.
Valid driver's licence and own reliable transport.
Clear criminal record.
Verifiable references from previous employers in a similar role.
Willingness to work overtime or after-hours when operational requirements necessitate it.
Willingness to travel occasionally if required.
Competencies & Personal Attributes
The ideal candidate will demonstrate:
Exceptional attention to detail and accuracy.
Strong organisational and planning skills.
A methodical and systematic approach to work.
The ability to multitask and manage competing priorities.
Strong problem-solving abilities.
Integrity and confidentiality when dealing with company information.
Reliability and a strong sense of accountability.
The ability to work effectively with minimal supervision.
A positive attitude and willingness to support the wider team.
Self-motivation, initiative, and a proactive work ethic.
Professionalism in dealing with customers, suppliers, and colleagues.
The ability to perform repetitive but critical administrative tasks with a consistently high level of accuracy.
Closing Date 07 October 2026