Production Clerk/Administrator

Libstar; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Libstar in Cape Town seeks a Production Clerk/Administrator to provide general clerical support and ensure accurate filing, document control, and timely information retrieval across production and quality teams.

You will assist with shift attendance data, document recipes, manage the document numbering system, and coordinate delivery paperwork while maintaining orderly records and supporting the QC department's daily traceability.

Qualifications

• National certificate or Higher Certificate required.
• Minimum 2 years experience in a similar role.
• Proficient in Microsoft Office.
• Knowledge of Occupational Health and Safety and Basic Food Safety.

Responsibilities

• Collaborate with QC to ensure products are fully assembled before sealing and packaging.
• Inform supervisor when equipment is not functioning or stock is low.
• Support QC to receive, catalogue and store technical specifications and reports.
• Assist with floor issues as they arise and ensure smooth operations.
• Manage and control the document numbering system for records.
• Keep electronic and hard copy filing accurate and easily retrievable.
• Respond promptly to information requests from managers and teams.
• Update information accurately and timely as required.
• Support daily traceability in QC processes.
• Create and maintain a repository of policies, procedures and training manuals.
• Complete documents to add value and relevance.
• Serve as administrator for the technical team.
• Coordinate admin tasks for Production Administrative Support, HR and Production.

Skills

Communication

Team player

Multi-tasking

Accuracy & detail

Action oriented

Education

National certificate or Higher Certificate

Job description

Reporting to: Production Manager

Location: Killarney Gardens, Cape Town

Purpose of the role

The Production Clerk/Administrator will provide general clerical support through a variety of administration activities.

Key Job Roles and Responsibilities

• Working closely with QC, ensure products are fully assembled with all recipe ingredients before sealing, wrapping and sleeving
• Inform supervisor/team leader when equipment is not working properly and when food and supplies are getting low.
• Support the quality department and teams to receive, catalogue and store hard copies and electronic copies of all technical specifications, reports and related information in an orderly manner, in line with policies and procedures.
• Assist with issues on the floor as they arise.
• Allocate and control the document numbering system.
• Work with precision to ensure that all electronic and hard copy filing is accurate and easily retrievable.
• Respond in a timely manner to requests to retrieve information, information searches and general requests for support form the department manager, supervisors or team.
• Accurately update information as required.
• Support QC department’s vision of daily traceability.
• Create and maintain a repository of all existing policies/procedures/training manuals.
• Ensure that documents are completed in full to add value.
• Carry out function of administrator for the technical team.

Production Administrative Support

• Assist with capturing, checking and reconciling employee hours worked, overtime hours and shift attendance records.
• Review clocking records/time sheets and **escalate** discrepancies to the Production Manager, HR and/or Payroll where required.
• Assist with preparing, updating and distributing shift schedules in line with operational requirements.
• Assist with leave administration, including checking leave forms, following up on outstanding documentation and ensuring records are submitted to HR timeously.
• Maintain accurate records relating to attendance, absenteeism, overtime, leave and shift changes.
• Support Production and HR with weekly/monthly reporting on hours worked, overtime, absenteeism and leave trends.
• Liaise with supervisors/team leaders to confirm employee attendance, overtime requirements and shift changes.

Administrative Support

• Provide administrative support to all management and staff when required.
• Prepare documents (photocopying, printing, scanning, laminating, binding) when required.
• Prepare labels for Cooking Department (as received from Production Department).
• Collate and return recipe sheets from Low/High Risk Departments and report any missing pages to the Production Manager.
• Document ingredient list for new products.
• Assist Quality Control Manager with filing of the Certificates of Conformance.
• Assist with sorting of creditor invoices.
• Coordinate and assist with logistical activities related to delivery of products to customers (checking of delivery log sheets, information to drivers on new locations/routes, prepare document packs on delivery days, etc.).
• Act as contact person and coordinator for the collection of excess products for distribution by welfare organisation on designated days.

Required Qualifications and Experience

• National certificate or Higher Certficate
• Minimum 2 years experience
• Computer literate and proficient in Microsoft Office
• Occupational Health and Safety
• Basic Food Safety

Personal Profile, Skills and Attitude

• Good communication skills, both written and verbal
• Team player
• Ability to multi-task
• Accuracy and attention to detail
• Action orientated

Application Deadline: 28 August 2026

If you have not received a response within two weeks of the closing date for applications, kindly consider your application unsuccessful.