Admin Assistant - VKB Milling, Lydenburg

Introduction to the VKB Group

The VKB Group is an agricultural company providing support to farmers and producing straight-from-the-farm foods for consumers. Apart from its various consumer brands, the VKB Group is also represented by its regional brands: VKB, GWK and NTK.

Our roots are firmly planted in agriculture, with farming at our core, continuously growing and evolving throughout the years. Starting with providing everything needed on the farm to produce food, we now operate across the entire food supply chain, including processing, logistics, storage, handling and national and international market channels.

More about VKB Milling

VKB Milling (Pty) Ltd is one of four subsidiaries of VKB Agri Processors (Pty) Ltd, the Agri-processing division of the VKB Group.

VKB Milling operates white maize mills in Mokopane (Limpopo) and Mashishing (Mpumalanga), a wheat mill in Frankfort (Free State), as well as a maize mill in Christiana and a wheat mill in Modderrivier (Northern Cape).

About the Role

We are looking for a highly organised, detail-oriented, and proactive Administrative Assistant to join our team at our mill. This role is ideal for someone who thrives in a structured administrative environment, enjoys maintaining accurate records, and takes pride in ensuring that information, documentation, and processes are managed efficiently and securely.

The successful candidate will play a critical role in supporting daily operations through accurate administration, reporting, customer service, record keeping, and coordination across multiple functions.

Key Responsibilities

Administration & Documentation

• Create and issue picking instructions for customer loads.
• Process customer load invoicing accurately and timeously after picking.
• Prepare and distribute daily reports, including sales order load reports and fuel usage reports.
• File and maintain invoices, Proof of Deliveries (PODs), and other operational documentation.
• Scan and upload PODs and supporting documentation onto File Director and other document management systems.
• Ensure all required administrative documentation is available, updated, and accessible at the front desk.
• Assist with the scanning, indexing, and digitisation of archived documentation.
• Maintain accurate records and ensure compliance with company document control procedures.

Customer Service & Cash Handling

• Manage daily cash sales transactions (Groothandel).
• Provide professional customer assistance and front-desk support.
• Perform daily cash reconciliation and cash-up procedures.
• Handle cash responsibly and in accordance with company policies and controls.

Inventory & Office Support

• Manage stationery stock levels and coordinate ordering when required.
• Ensure adequate office supplies are available to support daily operations.

Maintenance Administration

• Support On-Key Maintenance administration functions.
• Assist with maintenance planning, scheduling, and job card administration.
• Ensure maintenance records are updated and accurately maintained.

Logistics & Pallet Control

• Manage pallet control administration, including:
• Verification of documentation.
• Follow-up with customers and transporters.
• Reconciliation and tracking of pallet movements.
• Resolution of pallet-related discrepancies.

Finance Support

• Provide relief support to the Assistant Accountant when required.
• Assist with finance-related administrative functions as directed.

• Grade 12 / NQF Level 4 qualification.
• Minimum 2-3 years' experience in an administrative role.
• Strong administrative, organisational, and record-keeping skills.
• High level of numerical literacy and attention to detail.
• Proficiency in Microsoft Office Suite, with strong Excel capabilities.
• Experience working with ERP, accounting, or business management systems will be advantageous.
• Ability to work independently and manage multiple priorities effectively.
• Strong communication and interpersonal skills.
• Valid driver's licence and own reliable transport.
• Clear criminal record.
• Verifiable references from previous employers in a similar role.
• Willingness to work overtime or after-hours when operational requirements necessitate it.
• Willingness to travel occasionally if required.

Competencies & Personal Attributes

The ideal candidate will demonstrate:

• Exceptional attention to detail and accuracy.
• Strong organisational and planning skills.
• A methodical and systematic approach to work.
• The ability to multitask and manage competing priorities.
• Strong problem-solving abilities.
• Integrity and confidentiality when dealing with company information.
• Reliability and a strong sense of accountability.
• The ability to work effectively with minimal supervision.
• A positive attitude and willingness to support the wider team.
• Self-motivation, initiative, and a proactive work ethic.
• Professionalism in dealing with customers, suppliers, and colleagues.
• The ability to perform repetitive but critical administrative tasks with a consistently high level of accuracy.

Important Information for Applicants

VKB Group reserves the right to close or withdraw any vacancy at its discretion. All personal information submitted through the Career Portal will be used solely for recruitment purposes and, where applicable, for matters related to employment.

As an equal opportunity employer, VKB Group is committed to Employment Equity, transformation, and the inclusion of People with Disabilities. Our recruitment decisions are aligned with the VKB Group Employment Equity Plan and Transformation Strategy.

When applying, please ensure that:

• You use Google Chrome to access the Career Portal.
• You upload a clear and professional CV in PDF or Word format only.
• Your CV does not contain handwritten notes or markings.
• Supporting documents such as your ID, driver's licence, certificates, or other documentation are uploaded in the designated sections and not combined with your CV.
• Your profile photo meets the minimum size requirement of 300 x 300 pixels.

A Note on Honesty and Integrity

As part of the application process, you will be required to complete a screening questionnaire. We strongly encourage all candidates to answer every question honestly and accurately.

At VKB Group, our culture is rooted in the values of being Humble, Hungry, Smart, Bold, and Playing as One Team. We believe in building authentic relationships and making sound decisions based on trust and integrity. Misrepresenting qualifications, experience, competencies, criminal history, or any other information may result in your application being withdrawn or your employment being terminated should discrepancies be identified during verification processes.

We respect your time and ask that you respect ours by providing truthful information throughout the recruitment process. This helps ensure that we focus on candidates who are genuinely aligned with the requirements of the role and the values of our organisation.