Job Description

Job Summary
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:
1. Customer Service
Greet customers professionally
Handle incoming calls within 3 rings
Provide accurate information and handle queries courteously
2. 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
3. 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
4. Document Management
Monitor, collate, scan, and file documents daily
Fax and email documents to internal and external stakeholders
Ensure completeness and correctness of documentation
5. 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
6. 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)
Prudent HR solutions
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