Administrative Assistant – VKB Grain x1

Administrative Assistant – VKB Grain

•  Location: Reitz
•  Department: Grain Division
•  Industry: Agriculture / Grain / Logistics
•  Job Level: Administrative Support
•  Employment Type: Permanent
• Closing Date: 8 June 2026

• Employer: VKB Group

Job Purpose

The Administrative Assistant is responsible for providing administrative support within the grain department by processing customer contracts, capturing transactions accurately, maintaining customer records, and ensuring smooth coordination between customers and internal departments. The role requires strong attention to detail, excellent organisational skills, and the ability to work efficiently in a fast-paced agricultural environment.

Key Responsibilities

Contract Administration

• Process and manage customer grain contracts.
• Ensure contract information is captured accurately.
• Maintain organised contract records and documentation.
• Monitor contract status and ensure compliance with company procedures.

Transaction Processing

• Capture customer transactions accurately and timeously.
• Verify transaction information before processing.
• Ensure financial and operational records are updated correctly.
• Maintain high levels of accuracy in data capturing.

Customer Service and Communication

• Communicate with customers regarding contracts and transactions.
• Provide administrative support to customers when required.
• Maintain professional customer relationships.
• Address customer queries promptly and professionally.

Internal Coordination

• Liaise with internal departments to ensure efficient order processing.
• Coordinate with logistics and operational teams regarding deliveries.
• Follow up on outstanding matters to ensure smooth workflow.
• Support communication between departments.

Record Keeping and Reporting

• Maintain accurate customer and transaction records.
• Organise and file documentation efficiently.
• Generate administrative reports when required.
• Ensure confidentiality of customer and business information.

General Administrative Support

• Assist with daily office administration tasks.
• Support departmental operations through effective administration.
• Ensure compliance with company policies and procedures.
• Contribute to process improvements where possible.

Minimum Requirements

• Qualifications
• Grade 12 (Matric).
• Experience
• Experience in the agricultural grain industry will be advantageous.
• Experience within the logistics sector will be advantageous.
• Administrative experience in a fast-paced environment is beneficial.

Language Requirements

• Fluent in:
  • Afrikaans
  • English
• Additional Requirements
• Clear criminal record.
• Strong numerical ability.
• Computer literacy.

Required Skills and Competencies

Administrative Skills

• Contract administration.
• Data capturing and record management.
• Document control and filing.
• General office administration.

Computer Skills

• Microsoft Excel.
• Microsoft Word.
• Microsoft Outlook.
• Accounting software proficiency (advantageous).

Financial and Numerical Skills

• Strong numerical aptitude.
• Accuracy in processing transactions.
• Understanding of financial and customer account information.
• Ability to work with financial data.

Organisational Skills

• Excellent planning and organisational abilities.
• Ability to manage multiple tasks simultaneously.
• Deadline-driven approach.
• Attention to detail.

Communication Skills

• Strong verbal and written communication.
• Customer service orientation.
• Ability to build positive working relationships.
• Professional interaction with customers and colleagues.

Personal Attributes

• Detail-oriented.
• Reliable and dependable.
• Proactive and self-motivated.
• Honest and trustworthy.
• Customer-focused.
• Resilient under pressure.
• Strong work ethic.
• Team player.
• Professional and discreet.