Administrative Assistant

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Location: Milnerton
Job Type Classification: Permanent
Closing Date: 30 August 2025
Salary: market related

Job Overview

We are seeking a proactive, detail-oriented Administrative Technical Support professional to provide comprehensive administrative and technical support to the Refinery Reliability & Maintenance (R&M) Leadership Team. Reporting directly to the R&M Manager, this role plays a key part in optimising departmental processes, improving reporting services, managing information flows, and ensuring seamless operational support to the leadership team.

You will be the central point of coordination for documentation, scheduling, performance tracking, procurement processes, and compliance support. The role requires exceptional organisational skills, a solutions-focused approach, and the ability to work confidently with senior leaders, technical teams, and cross-functional stakeholders.

Key Responsibilities

1. Executive & Leadership Support

Provide comprehensive administrative support to the R&M Manager and Leadership Team.
Manage the R&M Manager’s calendar, schedule meetings, and prioritise appointments.
Arrange guest access, coordinate visitor logistics, and act as the first point of contact for guests.

Prepare presentations, slide decks, and reports for meetings, classes, conferences, and briefings.
Make domestic and international travel arrangements for the R&M Manager, including itineraries and documentation.
Assist with Travel and Entertainment claims (T-Card) and resolve related queries promptly.

2. Operational Administration

Track strategic action items for R&M Leads and ensure follow-up on deliverables.
Manage office stationery supplies, office equipment, and other departmental resources.
Maintain accurate, up-to-date staff records, including contact details and availability.

Support supervisors with PPE distribution for new recruits, trainees, and employees.
Hold building owners accountable for seating arrangements, workplace hygiene, and general office condition.

3. Overtime & Claims Administration

Administer overtime, standby, and kilometre travel claims for R&M staff according to overtime rules.

Reconcile department overtime and claims, ensuring accuracy with attendance registers.
Provide guidance to supervisory staff on correct claim administration.

4. Procurement & Financial Processes

Create purchase requisitions for materials and services in Ariba.
Create service sheets in Ariba on behalf of vendors (with Procurement Commercial Manager approval).
Guide R&M Ariba users on resolving payment queries or escalate to Procurement Helpdesk when necessary.

Process departmental purchases via Procurement Card in compliance with company rules.
Support and guide T-Card holders in ensuring adherence to compliance procedures.

5. Performance Tracking & Reporting

Facilitate submission of monthly performance statistics for the R&M department.

Assist in the development of KPIs and performance metrics for continuous improvement.
Produce ad hoc statistics and reports for leadership decision-making.
Facilitate bi-annual performance management sessions and prepare supporting documentation.
Coordinate and prepare quarterly townhall presentations for the R&M department.

6. Knowledge Management & Communication

Maintain and update the R&M department’s website with accurate and relevant information.

Ensure CDMS documentation is updated in line with company requirements.
Possess strong knowledge of internal resources and the ability to quickly gather, document, and share information.

7. Turnaround & Project Support

Provide developmental and logistical support during refinery turnarounds.
Perform basic SAP notifications and material reservations as needed.
Support manpower planning processes in alignment with business needs.

Qualifications & Requirements

Minimum Requirements

Matric / NQF Level 4 qualification.
Proven experience in a similar administrative support role.

Preferred Qualifications

National Diploma (NQF Level 5) or equivalent tertiary certificate/degree in Administration, Business Management, or related field.

Knowledge, Skills, and Competencies

Technical Skills:

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Working knowledge of SAP and Ariba procurement systems (advantageous).
Strong understanding of procurement, claims processing, and compliance requirements.

Core Competencies:

Excellent planning, organising, and prioritisation skills.
Exceptional attention to detail and accuracy.
Effective interpersonal and communication skills (verbal and written).
Ability to work effectively across diverse backgrounds and cultures.
Proactive problem-solving abilities with a solutions-focused mindset.

Personal Attributes:

Adaptable and willing to learn new systems and processes.
Strong customer service orientation with a genuine desire to assist and support others.
Able to work under pressure while maintaining accuracy and professionalism.
Demonstrates integrity, confidentiality, and discretion in handling sensitive matters.

Advantageous Qualities

Interest in developing within the R&M function and advancing career prospects.

Strong commitment to achieving departmental priorities and business objectives.
Ability to create practical solutions that support operational efficiency.

Remuneration

Salary: Competitive, based on qualifications and experience.
Benefits in accordance with company policy.

How to Apply

Interested candidates should submit the following:

Detailed CV with contactable references.
Certified copies of qualifications.
A brief motivation letter explaining your suitability for the role.

Application Deadline: 30 August 2025
Apply via: [Insert application portal or email]

Equal Opportunity Statement

We are an equal opportunity employer committed to diversity and inclusion. Applications from individuals from designated groups, as well as those with disabilities, are encouraged.