Corporate Comms and PR Support Specialist. at Shoprite Group of Companies

Purpose of the Job    

• The Corporate Communications & PR Support Specialist role provides advanced administrative and coordination support to ensure the smooth functioning of the department.
• Operating in a fast-paced retail environment, this role supports leadership and project teams by managing critical processes, coordinating events, and maintaining operational efficiency.
• The incumbent will handle complex administrative tasks, facilitate stakeholder engagement, and ensure timely delivery of outputs that enable strategic communication initiatives.

Job Objectives    

Client and stakeholder engagement

• Welcome clients and visitors with professionalism and attend to all calls promptly.
• Establish good relationships with teams, internal and external stakeholders to uphold office efficiency and effectiveness.
• Serve as the primary liaison between internal and external teams, clients, and vendors, ensuring timely and efficient handling of queries and requests.
• Facilitate the seamless exchange of information among stakeholders.
• Offer comprehensive administrative support to the leadership group and their teams to promote effective and efficient operations within the organisation.

Meeting and event coordination

• Coordinate and schedule appointments and meetings for the General Manager direct reports, ensuring all necessary arrangements are in place (invitations, links, meeting rooms, office access, etc.).
• Prepare and maintain attendance records, minutes, agendas, and other meeting content and data for presentation.
• Provide assistance to Senior Managers with diary management.
• Organize events or conferences by arranging facilities and catering, issuing information or invitations, and coordinating speakers.

General office coordination

• Proactively plan and execute the efficient running of the office to ensure a well-maintained office environment that meets the requirements of the team.
• Co-ordinate all administrative tasks for onboarding and termination team members.
• Co-ordinate all travel requests and accommodation bookings for the General Manager and direct reports.
• Develop and maintain an effective filing and document control system
• Co-ordinate office supplies and ensure office equipment is always working.
• Process invoices, raise Purchase Orders (POs) and follow up on payments where required.
• Maintain records of payments and financial activities, and support with compilation of financial reporting
• Compile and review expense claims of the General Manager and direct reports., highlight key concerns and present to the General Manager for approval.

Continuous improvement

• Coordinate and support the identification and execution roll-out of improvement projects

Portfolio Coordination 

• Compile and capture data for monthly and quarterly reporting purposes.
• Support with formatting documents, reports, and presentations.
• Undertake research as requested by General Manager direct reports.

Qualifications    

• Grade 12 certificate - (essential).
• Diploma or certificate in Office Management or a related field - (preferred).

Experience    

• 3 years’ experience in a secretarial/clerical role with a good understanding of project services.
• Experience in a retail or FMCG environment – (desired).

Knowledge and Skills    

• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams, and Outlook - (essential).