Administrative Assistant (Centurion) at Montego Pet Nutrition

Description

• If you’re the sort of person who finds deep satisfaction in a reconciled stock journal, who believes a purchase order should always match its delivery note, and who can keep a production unit’s paperwork calm, current and correct — you may have just found your next move.

The Role (or your chance to keep our Centurion production running like clockwork)

• As our Administrative Assistant, you’ll be the administrative backbone of our Centurion Production Unit (Dry). From raw materials coming in to finished stock going out, you’ll keep purchase orders, stock records and supplier deliveries in perfect order — and you’ll be the friendly, dependable support the Production Unit Manager relies on every day.
• You’ll also lend a hand to HR by keeping timesheets, leave and overtime in good shape, and help make sure our offices, facilities and lab stay clean, safe and up to standard. In short: if it needs organising, tracking or filing, it runs through you.

What you’ll be doing (besides being brilliant)

Inbound Stock Administration

• Create Purchase Orders (POs), confirm delivery dates with suppliers, chase late deliveries and keep the Procurement Manager in the loop
• Let receiving know what raw material is on its way
• Check that delivery notes match the PO, amend for stock variances and update the ERP system once the amended PO is approved
• Print load details and generate product receipts for Accounts Payable to process
• Verify transfer details for stock from Head Office, print working lists, flag any discrepancies and raise transfers for short deliveries
• Complete stock journals to reconcile variances
• Cancel POs on rejected loads when the Procurement Manager says so
• Make sure Certificates of Compliance (COC) and Analysis (COA) are all in place
• File and save documentation in line with internal Document Management requirements

Human Resources Administration

• Prepare, check and consolidate time and attendance records (timesheets)
• Capture hours worked, overtime, leave and absenteeism, and send the detail to HR for processing
• Complete leave forms for production staff and update Employee Self Service (ESS) once authorised
• Compile a monthly summary of leave taken across the production area
• Keep the notice boards up to date when asked

General Administration

• Keep an eye on office consumables and let the Production Unit Manager know what needs ordering
• Store and issue consumables to the Production Team
• Provide general administrative support to the Production Unit Manager
• Help keep cleanliness and hygiene (OHS) standards up in the offices, staff facilities and laboratory — liaising with cleaning staff and reporting concerns
• Place production staff POs and pass the details to Head Office for processing

Hygiene, Housekeeping & Health and Safety

• Adhere to Occupational Health and Safety (OHS) and Food Safety (FSSC 22000) standards
• Spot health and safety hazards and put corrective and preventative measures in place
• Report hazards or risks to Management
• Keep to personal hygiene standards and keep your working area clean and tidy at all times

Requirements

What you’ll need to bring

• Grade 12 (NQF Level 4)
• A valid Code B driver’s licence
• 1–2 years of general office administration experience, ideally in a production environment
• Proficiency in MS Office
• A good working understanding of ERP systems
• Knowledge of inbound receiving procedures
• Familiarity with leave and overtime administration, ESS, and the policies behind them

Skills that make things happen

• Solid planning and organisation
• Proficiency in MS Office
• Strong administrative ability
• Confident interpersonal skills

And the behaviours that make it stick

• Organised and accurate, with real attention to detail
• A dependable team player
• Flexible and adaptable
• Steady under pressure when things need doing without delay