Clerk
Location: Secunda, South Africa
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Purpose of Job
As an Administrative Support Coordinator, your primary responsibility is to provide reliable and professional administrative assistance to your assigned team. Through efficient organization and proactive support, you streamline everyday operations, enabling your colleagues to focus on achieving business objectives with minimal disruption.
Key Accountabilities
1. Office & Reception Duties
- Serve as the first point of contact at reception: greet visitors, direct them, and handle general inquiries from external visitors, clients, vendors, callers, and colleagues.
- Answer phones, manage message-taking and call transfers, ensuring all communication is handled promptly and accurately.
2. Appointment Management & Calendar Coordination
- Maintain and manage team calendars, ensuring appointments are scheduled logically and conflicts are avoided.
- Schedule all internal and external meetings, coordinating availability across multiple participants, booking rooms, and preparing meeting materials.
- Take, type, and distribute meeting minutes and follow-up notes to guarantee clear and timely communication and action.
- Arrange and plan conference facilities, including external corporate events or training sessions.
3. Communication & Correspondence
- Prepare, type, proofread, and disseminate letters, reports, presentations, memos, newsletters, and other internal or external communications.
- Receive, sort,, and distribute incoming mail, packages, and courier deliveries.
- Draft and complete standard company forms, invoices, requisitions, and other structured documentation in line with company procedures.
- Liaise effectively with internal and external stakeholders, including confirming meeting times, organizing itineraries, and resolving queries.
- Maintain high standards of written communication, including business writing, grammar, and formatting.
4. Data Capture & Record-Keeping
- Capture data accurately in the required standard format for management reports and internal dashboards.
- Create, update, and maintain comprehensive hard copy and digital filing systems, ensuring easy retrieval and version control.
- Perform sorting, filing, cross-referencing, archiving, and maintenance of confidential records, ensuring data integrity and compliance with document retention policies.
- Retrieve and attach appropriate files to incoming correspondence that requires follow-up, ensuring seamless workflow continuity.
5. Resource & Office Supplies Management
- Maintain inventory and stock control of office and stationery supplies, placing timely orders and reconciling usage against budgets.
- Track departmental expenditures, create records for cost centers, and compile simple expense reports or purchase invoice reconciliations.
- Book and control travel and accommodation arrangements for employees via internal systems, liaising with travel agencies and ensuring compliance with policy and budget.
6. System & Procedural Adherence
- Comply with agreed Service Level Agreements (SLAs)—responding to email, phone, and meeting coordination requests within expected timeframes and standards.
- Administer office procedures and workflows, identifying potential improvements and adhering to governance and risk-control guidelines.
- Develop and follow documented standard operating procedures (SOPs) for administrative tasks, continually seeking ways to optimize them.
Person Specification
Formal Education & Experience
- Education: High School Diploma (Grade 12 or equivalent).
- Experience: Entry-level, but with preference for individuals who have completed relevant internships, administrative roles, or office volunteering.
- Desired additional qualifications: Office administration, secretarial, or clerical training is advantageous.
Essential Knowledge, Skills & Competencies
Administrative & Technical Proficiency
- Strong understanding of office processes: scheduling, filing, data entry, record maintenance, and document handling.
- Competence with standard office software (e.g., Microsoft Office: Word, Excel, Outlook, PowerPoint) for data capture, report generation, and document design.
Communication & Interpersonal Skills
- Exceptional verbal and written communication, poised handling of public-facing roles, confident telephone manner, and excellent tone.
- Ability to interact professionally with senior leadership, clients, service providers, and diverse stakeholders.
Planning & Organization
- Highly organized and detail-oriented with strong time management and the ability to multi-task, prioritize, and shift gears quickly.
- Driven to ensure schedules, deadlines, and event logistics are seamlessly aligned.
Accuracy & Quality Orientation
- Great attention to detail: ensuring correspondence, minute-taking, data reconciling, and supply ordering are spotless and compliant.
- Strong sense of accountability, ownership, and responsibility for tasks, data, and documentation.
Adaptability & Problem-Solving
- Responds flexibly to changing schedules or priorities, thriving under pressure or with tight timelines.
- Keen detective—anticipates team needs and addresses minor issues before escalation.
Results Focus & Initiative
- Proactive attitude: identifies inefficiencies or process improvements and follows through with formal recommendations.
- Dedicated to providing dependable service under set SLAs and maintaining operational flow.
About Sasol
At Sasol, commitment to “Innovating for a better world” is more than a slogan—it’s an operational ethos. As an equal opportunity and affirmative action employer, Sasol embraces diversity as a strategic asset and pledges to include and empower all qualified candidates, particularly those from historically disadvantaged groups or with disabilities. Where required, we provide reasonable accommodations to enable employees to perform their roles effectively.
Why You Should Apply
- Impact: Your support is critical to keeping the team running smoothly and efficiently, directly influencing Sasol’s operational success.
- Growth: Ideal for job-seekers starting their career path, with potential access to formal training, task rotations, shadowing, or internal progression.
- Workplace Culture: Join an organization that values diversity, accountability, and social responsibility in delivering administrative excellence.
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