Junior Store Administrator at Prudent HR Solutions

Purpose of the Role:

• To provide administrative support to the Store Administrator by ensuring efficient and accurate handling of daily admin duties, while maintaining excellent customer service and contributing to smooth store operations.

Key Competencies:
Knowledge:

• Junior Admin roles and responsibilities
• Current campaigns and promotions
• Identifying fraudulent documentation
• Company payment types and financial systems

Behavioural Competencies:

• Excellent telephone and interpersonal etiquette
• Attention to detail and high accuracy
• Integrity, reliability, and honesty
• Calm under pressure and able to multi-task
• Positive attitude and team player
• Well-groomed and professional appearance

Key Responsibilities:
Customer Service

• Greet customers professionally
• Handle incoming calls within 3 rings
• Provide accurate information and handle queries courteously

Daily Admin Functions

• Debtors & Creditors processing and reconciling
• Capturing and authorising invoices, credit notes, and EFTs
• Run daily end-of-day reports
• Filing of all documentation (invoices, GRVs, IBTs, credit notes)
• Monitor and report outstanding items

Cashbook & Banking

• Process and capture various payment methods
• Balance cash and floats daily
• Conduct float handovers and order change as needed
• Handle deposits, receipts, gift cards, and refunds
• Prepare and file banking documentation

Document Management

• Monitor, collate, scan, and file documents daily
• Fax and email documents to internal and external stakeholders
• Ensure completeness and correctness of documentation

Support Functions

• Maintain housekeeping and office area standards
• Order and check stock of admin/cleaning materials
• Assist with staff clothing orders and archiving
• Process online credit facilities and related invoices

Ad-hoc Duties

• Provide admin cover when the administrator is on leave
• Perform other reasonable duties as assigned by management

Working Conditions:

• Required to work certain Saturdays and Public Holidays
• Participate in stocktakes
• Overtime may be required
• Must be presentable (front-line role)

Accountability & Decision-Making:

• Handle and report cash variances
• Ensure accuracy of daily filing and month-end readiness
• Safeguard campaign promotional items
• Alert managers to fraudulent activity or payment discrepancies

Requirements
Minimum Requirements:
Education:

• Grade 12 (Matric) – Essential
• Bookkeeping Diploma – Advantageous

Experience:

• 6-12 months administration experience in a retail environment – Essential
• 1-2 years retail admin experience – Preferred
• Drivers licence and own vehicle – Advantageous

Technical Skills:

• Basic Bookkeeping
• Strong administrative and filing skills
• MS Office proficiency (Outlook, Word, Excel)
• Familiarity with financial systems (PROIV) and in-house systems (EVAR, Sharepoint, ESS)
• Ability to handle various payment methods (cash, debit/credit cards, buying aids)