Assistant Admin Manager at Shoprite Group of Companies

Job Objectives

Financial Administration

Quotes and Approvals:

• Receive and obtain quotes.
• Confirm approval from the DC Manager/Delegate.

Purchase Orders:

• Create purchase orders.
• Follow up on job completion and invoices.

Invoice Processing:

• Receive and process expense and procurement invoices.
• Park and attach procurement invoices on SAP for further processing and approval.

Monthly Jobs:

• Follow up on monthly jobs to ensure they are carried out according to different SLAs.

Filing:

• Ensure proper filing is maintained.

Accruals:

• Compile a monthly accruals list for review by the accountant.

Supplier/Vendor Assistance:

• Assist suppliers/vendors with their Excel statements and resolve billing and payment inquiries.

Supplier/Vendor Accounts:

• Compile documents to open new supplier/vendor accounts.
• Follow through until the account is open.

Statement Requirements:

• Inform and send statement requirements to suppliers/vendors.

Shoprite Store Card:

• Follow the process for authorization by the DC Manager/Delegate.
• Track and reconcile monthly usage.

Diesel Card:

• Follow the process for authorization by the DC Manager/Delegate.
• Manage filling the bowser/generator.
• Secretarial duties

Meeting Minutes:

• Transcribe minutes of meetings.

Travel Arrangements:

• Coordinate flights, accommodation, and transportation.

ADHOC Duties

Purchasing and Ordering:

•  Buy and order items as requested, with approval from the DC Manager/Delegate, ensuring adherence to budget.

Supplier Negotiation:

• Negotiate better pricing with suppliers

Stock Management:

• Manage stock levels for internal use.

POS Documentation:

• Arrange and obtain documents for items to be loaded as required upon POS.

Gift Register Management:

• Handle the internal gift register as per policy, including receiving and recording all gifts.

Buyers' Creditors Applications:

• Ensure buyers' creditors application forms are signed by Terry & Werner, then return them to PTA.

Stock Take Preparation:

• Prepare stock take files and stationery packs.

Parking Allocation:

• Allocate parking spaces as needed.

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.