Assistant Admin Manager

Purpose of the Job

The Assistant Admin Manager will support the efficient operation of the Distribution Center (DC) by managing financial administration, secretarial duties, and various adhoc tasks. They will ensure timely processing of purchase orders, invoices, and accruals, while also assisting with vendor account management and procurement needs. Additionally, the Assistant Admin Manager will handle secretarial responsibilities, such as meeting minutes and travel arrangements, and perform general office tasks, including stock management, purchasing, and maintenance assistance, ensuring smooth day-to-day operations within the DC.

Our Group and all its operating companies are committed to creating, embracing, and preserving a diverse workplace that values the unique talents, perspectives, backgrounds, and abilities that enrich our organisation. A place where everyone matters and feels included.

Job Objectives

Financial Administration

1. Quotes and Approvals:
   • Receive and obtain quotes.
   • Confirm approval from the DC Manager/Delegate.
2. Purchase Orders:
   • Create purchase orders.
   • Follow up on job completion and invoices.
3. Invoice Processing:
   • Receive and process expense and procurement invoices.
   • Park and attach procurement invoices on SAP for further processing and approval.
4. Monthly Jobs:
   • Follow up on monthly jobs to ensure they are carried out according to different SLAs.
   • Ensure proper filing is maintained.
5. Accruals:
   • Compile a monthly accruals list for review by the accountant.
6. Supplier/Vendor Assistance:
   • Assist suppliers/vendors with their Excel statements and resolve billing and payment inquiries.
7. Supplier/Vendor Accounts:
   • Compile documents to open new supplier/vendor accounts.
   • Follow through until the account is open.
8. Statement Requirements:
   • Inform and send statement requirements to suppliers/vendors.
9. Shoprite Store Card:
   • Follow the process for authorization by the DC Manager/Delegate.
   • Track and reconcile monthly usage.
10. Diesel Card:
    • Follow the process for authorization by the DC Manager/Delegate.
    • Manage filling the bowser/generator.

Secretarial Duties

1. Meeting Minutes:
   • Transcribe minutes of meetings.
2. Travel Arrangements:
   • Coordinate flights, accommodation, and transportation.

ADHOC Duties

1. Purchasing and Ordering:
   • Buy and order items as requested, with approval from the DC Manager/Delegate, ensuring adherence to budget.
2. Supplier Negotiation:
   • Negotiate better pricing with suppliers.
3. Stock Management:
   • Manage stock levels for internal use.
4. POS Documentation:
   • Arrange and obtain documents for items to be loaded as required upon POS.
5. Gift Register Management:
   • Handle the internal gift register as per policy, including receiving and recording all gifts.
6. Buyers' Creditors Applications:
   • Ensure buyers' creditors application forms are signed by Terry & Werner, then return them to PTA.
7. Stock Take Preparation:
   • Prepare stock take files and stationery packs.
8. Parking Allocation:
   • Allocate parking spaces as needed.
9. Maintenance Assistance:
   • Assist with maintenance tasks if facilities staff are not available in the office.

Qualifications

Essential

• Grade 12 certificate

Desirable

• Diploma in general administration

Experience

Essential

• 2+ years’ experience in an administration role with good exposure and knowledge of general administration office practices, tools and processes.

Knowledge and Skills

• Strong level of proficiency with MS Office (Outlook, Excel, Word, PowerPoint)
• Strong administrative skills and the ability to plan, coordinate and execute general administration functions, practices and standard operating procedures to realise team/departmental goals and objectives
• Communication and reporting skills with the ability to clearly and accurately convey information and data
• Ability to work well under pressure and possess a high degree of tenacity
• Meticulous attention to detail and ability to perform tasks with accuracy and efficiency in mind
• High levels of integrity and ability to handle confidential information
• Sound numerical skills
• Working knowledge of SAP Finance (advantageous)

Applicant Feedback Policy

Shoprite endeavours to provide feedback to all candidates whenever possible. However, if you do not hear from one of our Recruiters within 30 days, please accept that your application was unsuccessful.