Closing Date

2024/09/20

Reference Number

SHO240913-1

Job Title

Assistant Admin Manager

Job Type

Permanent

Location - Country

South Africa

Location - Province

Western Cape

Location - Town or City

Stikland

Purpose of the Job

The Assistant Admin Manager will support the efficient operation of the Distribution Center (DC) by managing financial administration, secretarial duties, and various adhoc tasks. They will ensure timely processing of purchase orders, invoices, and accruals, while also assisting with vendor account management and procurement needs. Additionally, the Assistant Admin Manager will handle secretarial responsibilities, such as meeting minutes and travel arrangements, and perform general office tasks, including stock management, purchasing, and maintenance assistance, ensuring smooth day-to-day operations within the DC.
Our Group and all its operating companies are committed to creating, embracing, and preserving a diverse workplace that values the unique talents, perspectives, backgrounds, and abilities that enrich our organisation. A place where everyone matters and feels included.

Job Advert Details

Job Category

Administrative

Job Objectives

Financial Administration
Quotes and Approvals:
Purchase Orders:

Invoice Processing:

Monthly Jobs:

Accruals:

Supplier/Vendor Accounts:

Statement Requirements:

Shoprite Store Card:

Diesel Card:
Secretarial duties
Travel Arrangements:
ADHOC Duties

Purchasing and Ordering:

• Buy and order items as requested, with approval from the DC Manager/Delegate,
  ensuring adherence to budget.

Supplier Negotiation:

• Negotiate better pricing with suppliers

Stock Management:

• Manage stock levels for internal use.

POS Documentation:

• Arrange and obtain documents for items to be loaded as required upon POS.

Gift Register Management:

• Handle the internal gift register as per policy, including receiving and recording all
  gifts.

Buyers' Creditors Applications:

• Ensure buyers' creditors application forms are signed by Terry & Werner, then return
  them to PTA.

Stock Take Preparation:

• Prepare stock take files and stationery packs.

Parking Allocation:

• Allocate parking spaces as needed.

Maintenance Assistance:

• Assist with maintenance tasks if facilities staff are not available in the office

Qualifications

Essential

• Grade 12 certificate

Desirable

• Diploma in general administration

Experience

Essential

• 2+ years’ experience in an administration role with good exposure and knowledge of general administration office practices, tools and processes.

Knowledge and Skills

• Strong level of proficiency with MS Office (Outlook, Excel, Word, Power Point)
• Strong administrative skills and the ability to plan, coordinate and execute general administration functions, practices and standard operating procedures to realise team / departmental goals and objectives
• Communication and reporting skills with the ability to clearly and accurately convey information and data
• Ability to work well under pressure and possess a high degree of tenacity
• Meticulous attention to detail and ability to perform tasks with accuracy and efficiency in mind
• High levels of integrity and ability to handle confidential information
• Sound numerical skills
• Working knowledge of SAP Finance (advantageous)