Administration Clerk – Oil & Gas (Onshore)

Job Purpose

To provide administrative and clerical support to onshore oil and gas operations by maintaining accurate records, processing documentation, coordinating office activities, and supporting operational, logistics, HSE, procurement, and personnel administration functions. The role ensures efficient document management and administrative compliance in support of safe and effective operations.

Key Responsibilities

General Administration

• Provide day-to-day administrative support to operational and support departments.
• Prepare, process, and maintain correspondence, reports, forms, and operational documentation.
• Manage incoming and outgoing mail, courier services, and document distribution.
• Maintain organized filing systems for physical and electronic records.
• Schedule meetings, appointments, and administrative activities as required.
• Receive and direct visitors, clients, and contractors professionally.

Document Control & Records Management

• Maintain accurate records of operational, personnel, logistics, and HSE documentation.
• Ensure documents are properly filed, archived, and readily accessible.
• Assist with document numbering, revision control, and distribution.
• Monitor document retention requirements and archive records accordingly.
• Support audits by retrieving and organizing required documentation.

Operations Support

• Assist in compiling daily, weekly, and monthly operational reports.
• Update operational databases, trackers, and reporting systems.
• Support workforce mobilization and demobilization administration.
• Maintain records of personnel movements, accommodation, and transportation arrangements.
• Assist with timesheets and attendance records where required.

Logistics & Procurement Administration

• Process purchase requisitions, purchase orders, and supplier documentation.
• Maintain procurement and delivery records.
• Track deliveries and update material receipt information.
• Assist with inventory and asset administration.
• Coordinate with logistics personnel regarding transport schedules and deliveries.

HSE Administration Support

• Maintain HSE records, training matrices, and certification registers.
• Assist with incident reporting documentation and corrective action tracking.
• Support the administration of safety meetings, toolbox talks, and training records.
• Maintain records of inspections, audits, permits, and compliance documentation.
• Ensure HSE documentation is updated and distributed as required.

Personnel Administration

• Maintain employee and contractor personnel files.
• Assist with onboarding and induction administration.
• Track training certificates, medicals, licenses, and competency records.
• Support travel, accommodation, and personnel logistics arrangements.
• Coordinate administrative requirements for visitors and contractors.

Financial Administration Support

• Process invoices and supporting documentation for approval.
• Maintain records of expenses and operational costs.
• Assist with data entry and reconciliation activities.
• Support finance departments with administrative requirements and document retrieval.

Communication & Coordination

• Liaise with internal departments, suppliers, contractors, and service providers.
• Follow up on outstanding administrative actions.
• Provide administrative support during operational campaigns and projects.
• Maintain confidentiality of company and personnel information.

Health, Safety & Quality

• Comply with company HSE policies and procedures.
• Participate in safety meetings, drills, and training activities.
• Maintain a clean and organized office environment.
• Support company quality management and continuous improvement initiatives.

Minimum Requirements

Education

• Grade 12 (Matric/NSSC) or equivalent.
• Certificate or Diploma in Business Administration, Office Administration, Management, Logistics, or related field will be advantageous.

Experience

• Minimum 2 years' experience in an administrative or clerical role.
• Experience within oil & gas, mining, construction, logistics, engineering, or industrial environments will be advantageous.
• Exposure to document control or operational administration is preferred.

Technical Knowledge

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with electronic filing and document management systems.
• Basic understanding of procurement, logistics, and personnel administration processes.
• Familiarity with ERP systems (SAP or equivalent) will be advantageous.

Competencies

• Administrative accuracy and attention to detail
• Document and records management
• Planning and organizational skills
• Communication and interpersonal skills
• Time management
• Data entry accuracy
• Customer service orientation
• Confidentiality and professionalism
• Problem-solving ability
• Teamwork and cooperation
• Ability to manage multiple priorities
• Reliability and accountability

Key Performance Indicators (KPIs)

• Accuracy of administrative records and data entry
• Timely processing of documentation
• Document filing and retrieval efficiency
• Report submission deadlines achieved
• Compliance with document control requirements
• Invoice and purchase order processing accuracy
• Personnel record accuracy
• Audit readiness and documentation compliance
• Internal customer satisfaction
• Adherence to HSE and company procedures

Preferred Attributes

• Experience supporting onshore oil and gas operations.
• Knowledge of document control and operational reporting systems.
• Familiarity with contractor management and personnel logistics.
• Ability to work in a fast-paced operational environment.
• Valid driver's licence may be advantageous depending on operational requirements.

Operational Requirements

During active operations, shall maintain a 24/7 operational manning regime by rotational shifts, including nights, weekends, and public holidays, for all operational roles required to support vessel operations, loadouts/backloads, quayside activities, yard operations, customs and materials handling, and time-sensitive drilling logistics.