Admin Assistant - VKB Milling, Lydenburg at VKB Group

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