Team Assistant

Job Requisition ID

12680

Closing Date

13 July 2026

OME

MSA: Energy Marketing & Sales

Location

Secunda, Mpumalanga

Purpose of Job

• Provide comprehensive administrative and logistical support to Production Area Managers and Foremen to ensure the effective functioning of operations.
• Manage and coordinate daily administrative activities, including scheduling meetings, preparing agendas, recording accurate minutes, and tracking action items.
• Facilitate efficient workflow by supporting diary management, report preparation, and timely distribution of approved management and operational documentation.
• Administer and control production-related processes, including overtime tracking, documentation management, and compliance with approval requirements.
• Maintain and safeguard all production records, folders, and documentation (digital and hard copy) in accordance with audit, compliance, and governance standards.
• Support production governance processes, including RBI reviews, holistic assessments, audits, and regulatory inspections through accurate documentation and coordination.
• Prepare and maintain high-quality reports, presentations, registers, and databases to support operational decision-making.
• Manage inventory and administrative processes related to stationery, PPE, and office supplies, including procurement support, stock control, and record keeping.
• Coordinate departmental logistics such as travel, accommodation, events, and meetings (internal and external) to support operational needs.
• Serve as a central coordination point for communication and liaison with internal departments, contractors, and service providers.
• Ensure all documentation and correspondence meet required professional, branding, and compliance standards.
• Capture, track, and resolve administrative, IT, and operational requests to ensure minimal disruption to team effectiveness.
• Maintain structured filing and record-keeping systems to ensure accessibility, traceability, and audit readiness of all documentation.
• Support financial and procurement processes, including raising purchase requisitions (PRs), processing invoices, and tracking payments.
• Promote and reinforce a strong culture of safety, quality, compliance, and operational discipline within all administrative activities.
• Provide cross-functional administrative support within STO, including relief support during leave periods or peak workload.

Key Accountabilities

•    Provide daily administrative and logistical support to Production Area Managers and Production Foremen.
•    Coordinate meetings: scheduling, agenda preparation, minute-taking, and tracking of action items.
•    Manage stationery and PPE requests, issuance, inventory tracking, and record keeping for all maintenance personnel.
•    Manage, update, and safeguard all Production Folders in both digital and physical formats.
•    Administer and track production overtime forms, ensuring correct approvals and compliance.
•    Support the preparation and documentation required for RBI (Risk-Based Inspection) reviews, Holistic Assessments, and 3rd-party audits.
•    Prepare reports, presentations, registers, and other production-related documentation.
•    Ensure all documentation meets audit, compliance, and record-keeping standards.
•    Liaise with internal departments, contractors, service providers, and inspection teams where required.
•    Promote strong safety, quality, and compliance culture in all administrative processes.
•    Support and assist other STO administration during leave etc.

Formal Education and Working Experience

•    Grade 12 / Matric 
•    Administration, technical, or business qualification advantageous.
•    3–5 years’ administrative experience in maintenance, engineering, petrochemical, or industrial environments.
•    Experience supporting audits (RBI/Holistic/3rd-party) preferred.
•    Strong computer literacy (MS Office Suite; SAP or similar maintenance/ERP systems advantageous).
•    Excellent organizational, communication, and multitasking ability.
•    High attention to detail and accuracy in documentation and record keeping.
•    Ability to work effectively with technical teams in a fast-paced operational environment.

Required Personal and Professional Skills