Diesel Administrative Assistant x1

Diesel Administrative Assistant x1

Job Details

• Position: Diesel Administrative Assistant
• Location: Bloemfontein, Free State, South Africa
• Employment Type: Permanent (assumed unless otherwise stated)
• Industry: Logistics / Fuel / Operations Administration
• Functional Area: Administration & Finance Support

Job Description

The Diesel Administrative Assistant is responsible for supporting the administrative, invoicing, and data management functions related to diesel operations. The role focuses on accurate documentation control, order processing, financial administration using accounting systems (Sage), and maintaining high-quality records for operational efficiency.

The successful candidate will ensure that all diesel-related transactions, invoices, and orders are correctly captured, tracked, and processed while supporting communication between customers, suppliers, and internal teams.

Main Purpose of the Role

To provide accurate and efficient administrative and financial support for diesel operations by managing documentation, invoicing, data entry, order tracking, and reporting using Sage Accounting and Microsoft Excel.

Key Responsibilities

1. Document Control and Administration

• Collect, organise, and maintain all operational documentation.
• Ensure records are complete, accurate, and accessible.
• Follow up on missing or incomplete documents.
• Maintain filing systems (physical and digital).

2. Data Capturing and System Processing

• Capture and update data in company systems.
• Ensure all operational and financial data is accurate.
• Maintain updated databases and records.
• Verify data before submission or processing.

3. Invoicing (Customers & Suppliers)

• Generate customer invoices, supplier invoices, and credit notes.
• Process invoices accurately and timeously using Sage.
• Ensure correct allocation of financial documents.
• Resolve invoice discrepancies when required.

4. Order Processing and Tracking

• Capture and process customer orders.
• Track orders from initiation to completion.
• Ensure all supporting documents are attached and filed.
• Follow up on outstanding or delayed orders.

5. Sage Accounting System Management

• Maintain customer and supplier accounts.
• Process transactions on Sage Accounting.
• Ensure financial records are accurate and up to date.
• Assist with reconciliations and reporting.

6. Advanced Microsoft Excel Use

• Use Excel for:
  • Reporting
  • Data analysis
  • Tracking schedules
  • Reconciliations
  • Operational dashboards
• Maintain accurate spreadsheets and logs.

7. Accuracy and Quality Control

• Ensure high accuracy in all administrative tasks.
• Minimise errors in invoicing and data capturing.
• Review documentation before submission.
• Maintain attention to detail at all times.

8. Supplier and Customer Communication

• Communicate professionally with suppliers and customers.
• Handle queries regarding invoices, orders, and statements.
• Follow up on outstanding documentation or payments.
• Maintain professional relationships.

9. Internal Coordination

• Communicate effectively with internal teams.
• Share updates on orders and administrative processes.
• Support operational workflows.
• Ensure smooth information flow between departments.

10. Reporting and Administrative Support

• Prepare administrative and operational reports.
• Monitor outstanding documents and transactions.
• Support management with ad hoc administrative tasks.
• Maintain structured record-keeping systems.

Minimum Requirements

Experience

• Previous administrative experience.
• Experience in invoicing or finance-related administration preferred.

Technical Skills

• Strong working knowledge of Sage Accounting system.
• Advanced Microsoft Excel skills.
• Experience with data capturing systems.

Communication Skills

• Strong written and verbal communication skills.
• Ability to communicate professionally with clients and suppliers.

Administrative Skills

• Strong organisational skills.
• Ability to meet deadlines.
• Ability to manage multiple tasks simultaneously.

Key Skills and Competencies

Technical Skills

• Sage Accounting.
• Invoice processing.
• Data capturing.
• Excel reporting and analysis.

Administrative Skills

• Document control.
• Order processing.
• Filing and record management.
• Reporting.

Financial Skills

• Basic accounting understanding.
• Invoice and credit note processing.
• Reconciliation support.

Communication Skills

• Professional communication.
• Customer and supplier liaison.
• Internal coordination.

Personal Attributes

• High attention to detail.
• Accuracy and reliability.
• Strong organisational ability.
• Deadline-driven.
• Professionalism.
• Problem-solving ability.

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