Retail Administrative Manager

Position: Retail Administrative Manager
Department: Operations and Admin
Reporting to: Store Management, Finance, Human Resource and Retail Operations Management

Main Objective of the Position

The Retail Admin Manager is responsible for the full administrative and compliance function of the store with effective support to store management in achieving operational efficiency and governance standards. Ensure highest level of internal control to contribute to the general management of the store.

Key AccountabilitiesKey Accountability 1: Administration and Office Management

• Overall management of the store administration office.
• Ensure all administrative processes are executed accurately and timeously.
• Maintain proper filing systems, both physical and electronic.
• Ensure compliance with internal company policies and procedures.
• Manage internal communication and reporting to Head Office.
• Ensure effective store documentation management and audit readiness.

Key Accountability 2: Financial Controls

• Overall responsibility for the cash office function.
• Ensure daily cash-up procedures are followed and variances investigated.
• Daily checking of the cash office, including petty cash control and cash-up reconciliations, and submission of reports to Head Office.
• Ensure banking is prepared accurately and timeously.
• Monitor store expenses and ensure adherence to approved budgets.
• Implement and maintain internal financial controls.
• Manage the GRV office and ensure all supplier documentation is processed correctly.
• Ensure accurate daily processing and capturing of GRV data, invoices, claims and transfers.
• Develop and implement systems and controls to ensure that all invoices, claims and transfers are captured accurately on a daily basis.
• Ensure daily GRV control sheets are checked and that costing is updated where required.
• General Ledger Journals:
• Prepare, review and capture general ledger journals in accordance with company procedures and financial deadlines.
• Ensure supporting documentation for journals is accurate, complete and properly filed.
• Liaise with Finance and the Financial Manager on journal queries and reconciling items.
• Reconcile creditors accounts to supplier statements.
• Prepare weekly payment files in line with approved payment cycles.
• Maintain and control a register of outstanding supplier claims, including supporting documentation, follow-up and daily reporting to the Financial Manager.

Key Accountability 3: Claims, Systems Maintenance and Stock Control

Claims

• Raise, process, follow up and resolve warehouse claims, drop shipment claims and direct supplier claims on the retail system.
• Set procedures to ensure that all claims are raised, processed and followed up daily.

Systems

• Ensure the applicable store systems are accurate, reconciled and kept up to date at all times.
• Perform daily price changes and price updates and communicate changes to relevant teams for system updating.

Stock

• Schedule and coordinate category stock counts.
• Check and finalize daily category stock counts and report on variances.
• Coordinate investigations into stock variances and ensure corrective actions are implemented.
• Perform and maintain monthly stock walk updates.
• Support full store stock take administration and reporting.

Key Accountability 4: Reporting, Performance Monitoring, Leadership and Supervision

• Prepare and submit weekly GP reports to the Financial Manager timeously.
• Provide management with accurate financial and operational reports as required.
• Monitor trends, variances and risk areas and escalate concerns to Store and Financial Management.
• Manage, supervise and develop Admin Clerks, GRV Clerks and Cash Office staff.
• Provide training, guidance and performance management to the admin team.
• Ensure adherence to company culture, values, policies and standards.
• Act as part of the store management team and support operational decision-making.

Key Accountability 5: Human Resource Function

Time and Attendance

• Ensure accurate capturing, verification and approval of time and attendance, leave, overtime, public holidays, etc.
• Manage the store time and attendance system, shift rosters, clocking systems and exception reports.
• Investigate and resolve time and attendance discrepancies with department managers.
• Prepare and submit payroll information in line with company deadlines.
• Maintain employee records and personnel files.
• Assist with the recruitment process, including coordinating interviews, preparing documentation, facilitating onboarding administration and liaising with HR and store management.
• Coordinate onboarding and exit administration of employees.
• Assist with disciplinary administration, hearings and documentation.
• Ensure compliance with BCEA, LRA, EE and company HR policies.
• Responsible for all general HR functions at store level as directed by Head Office, including implementation of policies, procedures, directives and reporting requirements.

Key Accountability 6: Office and Front-End Equipment Management and Maintenance

• Manage and oversee all office and front-end equipment including computers, printers, scanners, tills, POS equipment, card machines, safes and related hardware.
• Ensure equipment is properly maintained, serviced and in working order at all times.
• Log, report and follow up on faults, breakdowns and repairs with service providers and IT support.
• Maintain equipment registers and service records.
• Ensure preventative maintenance schedules are followed.
• Control access to sensitive equipment and ensure proper usage by staff.
• Ensure compliance with security and data protection requirements.

Key Accountability 7: Office Consumables Management

• Manage and control all office and front-end consumables including stationery, printer cartridges, paper, receipt rolls and related supplies.
• Ensure sufficient stock levels are maintained to support daily operations.
• Implement stock control measures to prevent over-ordering, wastage and misuse.
• Source quotations and liaise with approved suppliers in line with procurement procedures.
• Monitor usage trends and manage consumables budgets.
• Ensure secure storage and controlled issuing of consumables.

Performance Indicators

• Accuracy and timeliness of payroll and time and attendance processing.
• Cash office variances and financial control compliance.
• GRV accuracy, creditor reconciliations and claims resolution turnaround.
• Stock variance management and GP reporting accuracy.
• Audit outcomes and compliance adherence.
• Equipment uptime and consumables cost control.
• Effective communication with Store Management, Head Office, Financial Management, suppliers and internal stakeholders.
• Quality and timeliness of communication, reporting and escalation of issues and risks, effectiveness of admin team performance and development.

Qualification Required

• Matric (Grade 12).
• Relevant tertiary qualification in Administration, HR, Finance or Retail Management will be advantageous.
• Minimum 3–5 years’ experience in retail administration, finance or similar role.
• Previous experience in FMCG or retail environment will be advantageous.
• Strong understanding of payroll, creditors, GRV and cash office processes.
• Working knowledge of South African labour legislation.

Skills Required

• Strong administrative and organisational skills.
• High attention to detail and accuracy.
• Strong numerical and financial acumen.
• Good leadership and people management skills.
• Ability to work under pressure and meet deadlines.
• Strong communication skills, verbal and written.
• High level of confidentiality and integrity.
• Computer literacy including Excel, payroll systems and retail systems.

Pay: R15 000,00 - R55 000,00 per month

Work Location: In person