Job Description

Retail Account & Office Administrator

Start Date: 13 October | Location: PAARL | Level: Junior to Mid-Level (3-4 years'

experience)

Position Overview

We are seeking a highly organized, capable, and reliable Retail Account & Office

Administrator to manage core administrative functions and take full responsibility for

retailer accounts, plus other supplier accounts. The role will support daily

operational efficiency across finance, logistics, retail compliance, and personal

administrative support for the leadership team.

This position is ideal for a candidate with experience in retail supply chain admin or

sales support who enjoys working in a fast-paced, high-accountability environment

where attention to detail and follow-through are essential.

Key Responsibilities

Retail Chain Administration

Oversee and maintain full access to the B2B portals, ensuring accurate and
timely management of:

o reports, statements, rebate claims, and unresolved invoices.

o Monthly and additional statement uploads in the correct CSV format.

o Reconciliation of GRN-stamped Tax Invoices and Proof of Delivery (POD)

documentation.

o Processing credit notes and claim resolutions (shortages, overcharges,

rebates).

o Adherence to retailer invoice formatting, branch coding, and order

reference protocols.

Liaise with Divisional Accounts Offices and Rebate Departments to ensure
account compliance and payment efficiency.

Office & Administrative Operations

Manage all incoming and outgoing communication, including email
correspondence, document filing, calendar coordination, and meeting

scheduling.

Maintain and update filing systems (physical and digital) for easy reference and
regulatory compliance.

Coordinate with suppliers, distributors, and service providers to ensure smooth
operations and order flow.

Maintain accurate records of POs, invoices, and delivery schedules. Assist with procurement of packaging and raw materials and monitor stock
levels as needed.

Prepare agendas, attend meetings, and take accurate minutes. Assist with project deadlines, follow-ups, and task management. Research suppliers, services, and opportunities as requested.
Basic Finance Support

Assist in the preparation and reconciliation of supplier payments, credit notes,
and invoice tracking.

Support the financial administrator with data inputs for monthly reporting and
forecasting.

Track invoice sequencing, branch allocations, and correct tax references.
Personal and Executive Assistance

Provide reliable personal support to leadership, including running errands,
coordinating logistics, and overseeing basic office management tasks.

Assist with ad hoc requests, including event planning, courier management,
travel support, and light hospitality for visitors.

Key Skills & Attributes

Core Competencies Technical Skills

Strong organisational and multitasking ability Microsoft Office proficiency

High attention to detail and accuracy ERP systems (e.g., Sage)

Clear and professional communication Comfortable with CSV data

Ability to manage confidential information Experience with retail portals

Able to prioritise and meet multiple deadlines Experience in retail admin

Minimum Requirements

3-4 years in a relevant administrative, retail sales admin, or support role. Proven experience managing documentation and compliance for a major
retailer's accounts

Strong command of English and ability to liaise with clients, suppliers, and retail
teams.

Solid understanding of basic financial admin, procurement, and delivery
documentation protocols.

Ideal Candidate Profile

The successful candidate is dependable, structured, and detail-oriented, with the

confidence to manage retail chain account admin independently while supporting

broader operational needs. You enjoy working in a professional environment with clear

expectations and can consistently deliver under pressure.

Job Types: Full-time, Permanent, Temp to perm, Internship
Contract length: 12 months

Pay: R12000,00 - R15000,00 per month

Work Location: In person