The Site Administrator is responsible for providing administrative, inventory control, logistics coordination, invoicing, reporting, and operational support to the Site & Operations Manager. The incumbent ensures effective management of fuel and lubricant inventories, accurate transaction processing, customer service excellence, and compliance with company procedures and operational standards.
Key Responsibilities:
Stock Management and Inventory Control
- Daily fuel and lubricant stock reconciliations.
- Maintain quantity and quality controls on stock.
- Record all stock receipts, issues, transfers, returns and adjustments.
- Monitor stock levels and replenishment requirements.
- Manage critical spares inventory.
- Conduct stock counts and support audits.
- Investigate stock discrepancies and losses.
Operations Administration and Logistics Coordination
- Support daily operational activities and KPI monitoring.
- Ensure successful delivery execution against approved schedules.
- Ensure road tankers are cleared at loading points and at KCM entrance.
- Track delivery confirmations within required timelines.
- Reconcile trip reports and transporter losses within seven days.
- Support CAPEX project administration.
- Process requisitions timeously.
Financial Administration and Reporting
- Process customer invoices accurately.
- Minimize invoicing errors.
- Capture all manual transactions on the same day received.
- Support banking and petty cash administration.
- Control office consumables.
- Prepare operational and inventory reports.
Customer Service and Stakeholder Management
- Support customer service KPIs.
- Resolve customer issues including returns, invoicing errors, contamination, spillages and dry-outs.
- Maintain relationships with customers and contractors.
HSSE, Compliance and Governance
- Promote compliance with HSSE standards.
- Participate in audits and inspections.
- Maintain compliance documentation.
- Support incident investigations.
Requirements:
Qualifications:
- Diploma or Degree in Business Administration, Logistics, Supply Chain Management, Accounting, Operations Management or related discipline.
Experience:
- Minimum three years relevant experience.
- Experience in inventory control and stock management.
- ERP experience preferred.
Skills:
- Inventory management
- Financial administration
- Logistics coordination
- Reporting and analysis
- Microsoft Office and ERP systems
- Valid driver’s license
Competencies:
- Planning and Organizing
- Attention to Detail
- Customer Service Orientation
- Problem Solving
- Stakeholder Management
- Teamwork
- Time Management
- Results Orientation
