Plant Secretary

About the Role

This position is centered on delivering administrative and secretarial support while also taking an active role in supporting the plant’s VPO routines. The role is suited to someone who can keep office operations organized, support management efficiently, and contribute to a safe and well-run workplace.

Workplace Safety and Housekeeping

• Follow all applicable safety, health, and environmental rules and procedures, and help maintain a secure, healthy, and incident-free workplace.
• Support cleanliness, orderliness, and general housekeeping standards across the office area.

Front Desk and Visitor Management

• Receive office visitors promptly, professionally, and maintain an accurate visitor register.
• Help build and sustain positive working relationships with internal and external stakeholders.
• Handle incoming calls and screen them appropriately.
• Control access to the PM, HOD, or manager’s office and ensure that only authorized people enter, including safekeeping of keys.

Secretarial Support

• Prepare meeting minutes for the PM, HOD, or manager.
• Draft memos and letters as requested or directed.
• Maintain an effective filing and records management system.
• Track incoming and outgoing mail and messages for the PM, HOD, or manager.
• Maintain an updated contact database for key stakeholders.
• Support office cleanliness, housekeeping, and 5S practices.

Administrative Support

• Coordinate visiting international guests, including invitation letters, travel arrangements, airport or office pickups and drop-offs, and accommodation bookings.
• Arrange and process payments for travel, car hire, hotel stays, and visa-related needs for the PM, HOD, or manager and their families where applicable.
• Make sure office consumables such as stationery and refreshments are always available.
• Plan meetings, conferences, and review sessions by organizing dates, times, venues, and refreshments.
• Ensure office equipment such as printers and projectors remains in working condition.
• Handle workplace arrangements for birthdays, anniversaries, births, and deaths within the department.
• Manage the receipt and issuing of PPE items.
• Keep company documents properly filed and securely stored.

Budgeting and Spend Control

• Support preparation of the plant budget or contribute to it where required.
• Monitor departmental expenditure, ensure correct coding of costs, process postings in SAP, raise GRNs, update Q-docs, and follow up on payments.
• Prepare and present spend updates for the PM’s department.
• Track and process housing-related bills such as rent, electricity, water, and refuse.
• Process all pending accountabilities for the PM, HOD, or manager.
• Where relevant, manage inter-company recharge processing.

Drivers and Vehicle Administration

• Oversee drivers by tracking deliverables, schedules, discipline, competency, leave, and overtime.
• Process driver-related claims in the system, including car wash, transport reimbursement, and lunch claims.
• Maintain logs for department or pool vehicle mileage, maintenance, and usage.

VPO Routine Support

• Take an active part in plant VPO routines, especially the morning routine.
• Compile and maintain onboarding requirements for new employees.
• Assist with VPO reporting and routine updates.

Minimum Requirements

The role requires a degree from a recognized institution, training in advanced computer applications such as COSWIN, SYPRO, SAP, and Flow centric, along with 2 to 3 years of experience in an FMCG or related environment. At least 1 year of that experience should have been gained in a manufacturing setting.

Additional Information

Role band: X. The employer is an equal opportunity organization and appointments are made in line with its employment equity plan and talent needs. Only minimum requirements are listed in this advertisement, and management may consider other relevant information when shortlisting candidates.