Job Description

Job Details
Store Administrator
The administration of all store accounting including accounts payables, accounts receivables, reconciliation of bank statements, internal audits, and other financial administrative functions required to support achieving store objectives. Additionally the administration of employee benefits, payroll, and maintenance employee files.
Administration

• Processing of GRV' s / GRS' s as per policy
• Processing pf IBT's / Reversal of IBT's as per policy
• Processing of Credit notes as per policy
• Monitor & report on Cash sale and DRS outstanding
• Daily filing (Banking, Invoices, Picking slips, Credit notes, IBO's, IBO Picking Slips)
• Resolving queries from different departments by deadlines given
• Responding to e- mails
• Handling Petty Cash, reconciling Petty Cash
• Monitor, update Fuel spend recon
• Holding and controlling use of supervisor cards
• Controlling use of Manuel order book
• Authorisation on banking issues where/ when required
• Monitoring/ coaching / mentoring Cashier and General Office Assistant functions.
• Uploading of Discovery Insure checks where necessary

Debtors

• Ensure correct completion of DRS Credit Applications, and submission
• Ensure correct completion of DRS Credit Application limit increase forms
• Comply with updating of DRS Credit Applications every 3 years as required by DRS Department
• Follow up on DRS age analysis
• Action POD/ Invoices/ Order requests as per DRS department recons
• Write up DRS JNLs where necessary, and send onto RFM
• Update Internal account recon
• Update Demo/ Display recon
• Update Claim/ RFC recon

Creditors

• Write up INV and CRN take- on's as required
• Process INV and CRN take - on's as required
• Print out CRS Recons for filing
• Follow up on all CRS recon queries, and resolve timeously
• Reconcile Beame units received/ issued

Cashbook

• Claim bank deposits/ debits daily
• Responding to Cashbook queries
• Write up EFT Requisitions as per policy and submitting

General Ledger

• Responding to GL Controller queries on Holding/ Balance sheet accounts (4- digit accounts)
• Responding to RFM on Expense accounts/ 1st Draft Income statement (5- digit accounts)
• Requesting GL JNLs when necessary

Human Resources

• Ensures that all new engagement documents for new employees has been completed in full
• All amendments are documented, and send to HR
• Update staff files once a year. (Employee details, Dept. of Labour declaration)
• Ensure changes are affected on all relevant paperwork on ESS
• Submit overtime for all staff to payroll as per agreed to cut off dates
• Responsible for completing WCA forms when an incident occurs & Log actions as listed in Health and safety handbook
• Order staff clothing as per policy
• Staff file filing
• Assist employees to complete funeral claim forms
• Assist employees to complete disability claim forms
• Process dependant amendments on ESS (Pension)
• Update personal details for wage employees on ESS

Procurement

• Place orders on the EVAR system
• Comply to requests from Procurement department

IT

• Log tickets to the different departments within IT in order to resolve issues

Respond to Internal Audits

• Review internal audit reports
• Correct deficiencies

2 Audit policies/procedures

• Check store compliance
• Report incorrect policies and procedures
• Inform RFC of outdated policies

3 Administer Reports/Documents

• Print Buying aid accounts (Eg: RCS, Xpress etc.) and do recon
• Check previous day banking
• Print GRV Audit Trail, give GRV's/GRS's to Manager for authorisation before filing
• Print IBT movement report, give IBI's/IBI reversals to Manager for authorisation

before filing

• File previous day Day-end after Manager checked
• Monitor, address, report DRS outstanding
• Monitor, address, report outstanding cash sales
• Update different recons as per policy
• Ensure missing documents noted and found (invoices and Credit notes)

4 Respond to Internal Audits

• Review internal audit reports
• Correct deficiencies

5 Check and Collate Credit Notes

• Check credit notes for compliance
• Issue credit note
• Collate credit notes with invoice to credit note report
• Sends to store manager for approval
• File credit note

6 Plan and Organise Resources

• Coordinate Cashier and GOA functions
• Check cash floats
• Coordinate staff leave, off days and training
• Identify and report discipline and performance of staff
• Ensure HR Admin is attended to
• Ensure resolution of debtor/creditor/cashbook/HR/general ledger queries
• Ensure 'dress compliance'.
• Process information to ensure insurance cover
• Stand in for Cashier
• Conduct float handovers
• Housekeeping of filing area and Admin offices
• Order stationery, groceries and consumables when required
• Ensuring document filing compliance and retention
• Archiving

The job holder is required to perform any duties over and above the outputs of the job which are at the reasonable request of a superior
Qualifications and Experience:

• Matric
• Valid Driver's licence and own car
• Bookkeeping Diploma would be advantageous
• Driver's license
• 1-2 years' experience in retail industry in similar position
• More than 2 years' experience in retail industry in similar position

Competencies:
Knowledge:

• Basic Product knowledge,
• Understanding of full Junior Administrator function
• Understanding of all Policies and Procedures
• Understanding of Cashier Function
• Understanding of Financial System (ProIV)
• Understanding of in-house systems (EVAR, SharePoint)
• Confident in spotting fraudulent actions

Skills Required