Documentation Clerk

Position Scope

Job Title: Documentation Clerk – Oil Company

Reports to: Operations Manager

Role Purpose:

To ensure accurate preparation, processing, filing, and retrieval of operational and compliance documentation related to fuel, lubricants, and LPG transactions within the company, supporting smooth depot, transport, and sales operations.

Job Description

Key Responsibilities:

✅ Document Preparation & Processing

• Prepare delivery notes, loading orders, gate passes, and dispatch documents for fuel and lubricant products.
• Check and confirm transporter and driver documentation prior to loading and dispatch.
• Process invoices and delivery confirmations in collaboration with the sales and finance teams.

✅ Record Management & Filing

• Maintain organized filing (physical and electronic) of delivery documents, transport records, and compliance certificates.
• Update documentation trackers to ensure easy retrieval and audit readiness.
• Label and archive completed documentation accurately for compliance and operational reference.

✅ Verification & Reconciliation

• Verify documents against stock dispatch records and transport schedules.
• Assist in reconciling transport and delivery documentation with ERP system data.
• Follow up on any missing or incomplete documents with depots, drivers, or customers.

✅ Compliance Support

• Ensure documentation complies with company SOPs and regulatory requirements.
• Assist in preparing documentation required for regulatory and internal audits.

✅ Reporting

• Generate and share daily or weekly document status updates with supervisors and operations teams.
• Escalate discrepancies or delays in documentation to management promptly.

Requirements

Key Requirements:

✅ Diploma or Certificate in Business Administration, Records Management, or a related field.
✅ At least 2 - 3 years’ experience in documentation or clerical roles, preferably within the oil & gas, logistics, or FMCG sectors.
✅ Proficiency in MS Office and document management systems (ERP experience is an added advantage).
✅ High attention to detail and accuracy.
✅ Good organizational and time management skills.
✅ Ability to work under pressure and meet tight deadlines.

Skills