Job Title: | OPERATIONS ASSISTANT |
Employer: | SOL SURINAME NV |
Location: | Stiviweg BR1 |
Available to: | X | Current Sol staff | X | External Applicants |
Reports to: | Operations Manager |
Subordinates: | 0 |
Purpose: | The Operations Assistant provides administrative and coordination support to the Operations team through effective document control, records management, data administration, logistics coordination, and reporting. The role is responsible for maintaining accurate operational records, processing Great Plains (GP), or SAP or other ERP system transactions, coordinating transportation and catering requirements, supporting customs and HSEQ documentation, and ensuring operational data is complete, accurate, and available for reporting and decision-making. The incumbent must be detail-oriented and capable of identifying missing information, inconsistencies, and anomalies within operational data and documentation. |
Principle Accountabilities: | - Operations Administration & Coordination
- Provide administrative support to the Operations team.
- Coordinate transportation requirements for personnel, contractors, visitors, and guests.
- Coordinate catering and meal arrangements for personnel and visiting guests.
- Support customs documentation processes and ensure required documents are completed, submitted and filed accordingly.
- Monitor and follow up on document approvals and signatures, including invoices and operational documentation.
- Maintain trackers and operational databases to support daily activities and reporting.
- Financial Administration
- Assist the Operations team with the timely processing of Goods Receipts in Great Plains (GP), SAP, or other ERP systems.
- Ensure supporting documentation is available for GP or SAP transactions.
- Assist with invoice processing and ensure invoices are properly reviewed and approved.
- Maintain accurate financial and operational records for audit and compliance purposes.
- Support spare part and other material inventory tracking and material reconciliation activities.
- Document and Data Maintenance
- Maintain inventory, provided materials, and safety stock in our small warehouse.
- Scan and electronically save/send all hardcopies (also to Nickerie).
- Maintain operational checklists and track completed tasks.
- Scan, electronically record, archive, and file Permit to Work (PTW) documentation upon completion of the task.
- Entering vehicle maintenance and utilization data.
- Update Operational Files, trackers, databases and reporting documents.
- Maintain and update KPI files.
- Review operational data and reports to identify missing information, discrepancies, trends, and anomalies, and follow up with relevant personnel for correction.
- Document Filing and Records Management
- File and maintain fuel delivery documents
- Collect and organize retail and commercial client documentation in chronological order.
- Maintain driver related reports: Fatigue sheet, SDC, RTW inspection sheet, sort by contractor and file.
- File maintenance inspection and equipment check records
- Collect vessel storage documentation, scan records, maintain trackers, and forward documentation to customs agents.
- Maintain physical and electronic filing systems in accordance with company procedures.
- Ensure documentation is readily accessible for operational, audit, and compliance purposes.
- Maintain accurate records of transactions and activities for reporting and auditing requirements.
- HSEQ & Compliance
- Assist with the preparation, filing, and maintenance of HSEQ documentation.
- Participate in Hazard Identification (Hazard ID), observations, audits, inspections, and compliance reviews.
- Support compliance with all HSEQ requirements, policies and procedures.
- Assist with incident investigations and follow-up of corrective actions where required.
- Support the development, monitoring, and reporting of departmental KPIs.
- Ensure documentation complies with company policies, regulatory requirements, and internal procedures.
- System & Process Improvement
- Identify opportunities to improve documentation, reporting, and administrative processes.
- Implement approved improvements to increase efficiency and accuracy.
- Maintain up-to-date reporting systems and operational databases.
- Support the digitization and continuous improvement of operational records management.
- Ensure quality and integrity of data used for operational reporting and decision-making.
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Culture and Values | - Be Accessible
- Embrace collaboration and creativity
- Take ownership
- Respect each other
- Focus on results
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Qualification Requirements: | - Diploma or Certificate in Business Administration, Office Administration, or a related field.
- Minimum of 2 years' experience in an administrative, document control, records management, operations support, or coordination role.
- Experience working with operational data, reports, and document management systems is an asset.
- Experience using SAP, GP or other ERP systems is preferred.
- A valid driver's license would be an asset.
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Other Competency Requirements: | - Proficient in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
- Strong data entry and record management skills with a high degree of accuracy.
- Ability to review data, identify missing information, inconsistencies, trends, and anomalies, and follow up for correction.
- Strong document control and filing skills, including management of electronic and physical records.
- Ability to maintain trackers, databases, and KPI reports.
- Excellent organizational and time-management skills.
- Strong attention to detail and commitment to data accuracy.
- Good written and verbal communication skills.
- Ability to manage multiple priorities and work with limited supervision.
- Knowledge of customs documentation, HSEQ documentation, and operational reporting would be an asset.
- Demonstrated ability to maintain confidentiality and handle sensitive operational information.
- Strong interpersonal skills.
- Team-oriented with a commitment to continuous improvement and professional growth.
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Other Information: | In addition to basic salary the successful applicant shall receive applicable job grade allowances and benefits |
Application Procedures: | Applications are to be submitted by completing the online Sol Job Application Form available on the Sol website at solpetroleum.com and submitted via e-mail to [email protected] on or by September 22, 2026. Applicants must complete all the requested information to be considered. Certified copies of relevant certificates will be requested for those applications under consideration. Only suitable applications will be acknowledged. |
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