Site Administrator

VKB Fuels, Reitz (Permanent Entry-Level Position)

Job Overview

The Site Administrator position at VKB Fuels in Reitz, Free State, is a permanent entry-level opportunity within a well-established agricultural and retail organisation. This role is suited to individuals who are detail-oriented, administratively strong, and comfortable working in a retail fuel and convenience store environment.

As a Site Administrator, you will be responsible for the daily administrative operations of the fuel forecourt, convenience store, and quick service restaurant. The role plays a vital part in ensuring smooth site operations, accurate reporting, and compliance with company procedures.

About the VKB Group

The VKB Group is a leading agricultural company in South Africa, deeply rooted in farming and food production. Over the years, the organisation has grown beyond farm supply services to operate across the full food value chain.

VKB Group business focus

• Supporting farmers with essential agricultural inputs
• Producing farm-fresh food products for consumers
• Operating in food processing and logistics
• Serving national and global market channels
• Managing a strong portfolio of regional brands

VKB Group brands

• VKB
• GWK
• NTK

This “house of brands” structure, supported by farmer shareholders, positions the VKB Group as a forward-looking agribusiness focused on sustainability and growth.

Role Purpose: Site Administrator – VKB Fuels

The primary purpose of the Site Administrator role is to manage and control the daily administrative functions of the VKB Fuels site. This includes fuel forecourt administration, retail stock control, staff administration, and financial reporting.

Core role objectives

• Ensure accurate daily financial administration
• Support retail and fuel operations through effective record-keeping
• Maintain compliance with company and safety standards
• Support site management with reporting and planning
• Contribute to smooth customer-facing operations

This role requires a strong sense of responsibility, accuracy, and independence.

Minimum Requirements

Candidates applying for the Site Administrator position must meet the following requirements.

Essential qualifications and experience

• Grade 12 (Matric)
• Code A Driver’s License
• 2 to 3 years of relevant administrative experience
• Computer literacy, with strong MS Office skills
• Ability to work accurately with numbers and reports

Advantageous qualifications

• Bookkeeping qualification
• Experience in retail, fuel stations, or convenience stores
• Exposure to financial or operational reporting systems

Meeting these requirements ensures readiness for the responsibilities of the role.

Key Duties and Responsibilities

The Site Administrator role includes a wide range of administrative, financial, and operational tasks.

Cash-Up, Fuel Reconciliation, and Banking

Accurate financial administration is a critical part of the role.

Responsibilities include

• Performing daily cash-ups
• Recording fuel readings accurately
• Completing fuel reconciliations
• Preparing and submitting banking
• Sending day-end documentation and reports to head office
• Assisting with Cash-in-Transit collections
• Investigating and resolving discrepancies

Attention to detail is essential to ensure financial accuracy and compliance.

Stock Management Responsibilities

The Site Administrator plays an important role in managing stock across the convenience store and bakery.

Stock-related duties

• Ordering stock for the convenience store and bakery
• Receiving and issuing stock accurately
• Reconciling stock levels against sales
• Managing stock returns and adjustments
• Conducting regular stock counts
• Ensuring correct pricing and product labelling

Effective stock management supports profitability and customer satisfaction.

Staff Administration and Planning

Staff coordination and record-keeping are key components of site operations.

Staff administration duties

• Creating and managing work rosters for cashiers and pump attendants
• Supporting onboarding of new staff members
• Managing uniforms and staff documentation
• Coordinating training schedules
• Maintaining health and safety documentation

These responsibilities ensure compliance with labour and safety requirements.

General Site Administration

The Site Administrator supports overall site operations through structured administration.

General administrative duties

• Processing invoices and supplier payments
• Managing customer accounts
• Handling audit-related administrative items
• Supporting system reporting and data entry
• Acting as backup for the Site Manager when required
• Serving as a secondary key holder for site security

This aspect of the role requires reliability and professionalism.

Skills and Competencies Required

To succeed as a Site Administrator at VKB Fuels, candidates must demonstrate a strong set of skills and personal attributes.

Essential skills and competencies

• Strong administrative and organisational skills
• High level of attention to detail
• Numerical accuracy and financial awareness
• Ability to work independently
• Honest, reliable, and trustworthy nature
• Comfort working in a retail and fuel environment
• Good communication skills

Technical skills advantage

• Experience with systems such as NAV or Power BI
• Familiarity with retail or fuel management systems

These skills contribute to efficient site administration and reporting.

Work Environment and Job Level

This is a permanent, entry-level role within a fuel and retail environment.

Work environment characteristics

• Retail fuel forecourt
• Convenience store operations
• Fast-paced and customer-facing setting
• Interaction with staff, suppliers, and management

The role requires flexibility, accuracy, and the ability to manage multiple tasks.

Employment Equity and Data Protection

The VKB Group is committed to fair and inclusive recruitment practices.

Employment equity commitment

• Equal opportunity employer
• Recruitment aligned with Employment Equity Plan
• Support for transformation initiatives
• Active encouragement of applications from people with disabilities

Data protection notice

• Personal data collected is used for recruitment purposes only
• Data may be used for employment-related purposes if successful

These practices ensure fairness, transparency, and compliance.

Application Guidelines and Important Notes

Applicants should carefully follow the application instructions when submitting their details through the career portal.

Application requirements

• Use Google Chrome to access the career portal
• Upload a clear CV in PDF or Word format
• Ensure the CV does not contain handwritten content
• Upload the CV only in the designated upload section
• Do not upload combined documents that include ID or licenses
• Upload supporting documents in the correct sections when requested
• Profile picture must be at least 300 x 300 pixels

Failure to follow these instructions may result in disqualification.

Important Additional Information

• VKB Group reserves the right to expire job postings at its discretion
• Meeting the minimum requirements does not guarantee selection
• Only shortlisted candidates may be contacted

Applicants are encouraged to ensure all information is accurate and complete.

Final Summary

The Site Administrator position at VKB Fuels in Reitz, Free State, offers a stable and rewarding entry-level opportunity within a respected agricultural and retail organisation. The role combines financial administration, stock control, staff coordination, and general site management, making it ideal for candidates with strong administrative skills and retail experience.

With a permanent employment structure, clear responsibilities, and opportunities to contribute to essential operations within the VKB Group, this position provides a solid foundation for long-term career growth. Candidates who are detail-oriented, reliable, and comfortable working in a fuel and retail environment are well-positioned to succeed in this role.