Gf83 Admin Manager

**Job Purpose**:
To manage and coordinate all administrative, financial, and HR-related processes within the store, ensuring compliance with Pick n Pay policies, accurate reporting, and efficient back-office operations. The Admin Manager supports store management in maintaining financial controls, people management systems, and statutory compliance, contributing to overall store profitability and operational excellence.

**Key Performance Areas (KPAs)**:

- Financial Administration & Cash Office Control
- HR & Payroll Administration
- Store Compliance & Governance
- Stock Administration & Reconciliations
- Reporting & Recordkeeping
- Staff Supervision & Development
- Communication & Stakeholder Liaison

**Key Responsibilities**:
**Financial Administration & Cash Office Control**:

- Oversee daily cash office operations, cash reconciliations, and float management.
- Ensure accurate daily banking, deposit verification, and safe balancing.
- Process petty cash, supplier payments, and credit card transactions per policy.
- Monitor and reconcile daily sales reports, POS data, and variance reports.
- Maintain strict adherence to internal financial controls and audit requirements.

**HR & Payroll Administration**:

- Coordinate employee documentation, contracts, and HR files.
- Maintain timekeeping systems (Jarrison, Psiber, or equivalent) and ensure accuracy of attendance and leave records.
- Support monthly payroll submission and variance reports in collaboration with Head Office or the HR department.
- Ensure compliance with BCEA, LRA, EEA, and company policies.
- Facilitate onboarding, disciplinary documentation, and staff communication.

**Store Compliance & Governance**:

- Implement and maintain administrative systems to support legal, financial, and operational compliance.
- Ensure adherence to company policies, internal audits, and regulatory requirements (OHSA, POPIA, PAIA).
- Assist in preparation for audits and inspections (financial, HR, or safety).
- Maintain confidentiality of all business and employee information.

**Stock Administration & Reconciliations**:

- Process and verify GRVs, RTVs, transfers, and supplier invoices.
- Maintain accuracy in stock records and assist in variance investigations.
- Support the Store Manager and Departmental Managers during stock counts and reporting.
- Reconcile supplier statements and follow up on discrepancies or credit claims.

**Reporting & Recordkeeping**:

- Submit weekly and monthly administrative and financial reports to Head Office or Franchise Management.
- Maintain organized filing systems for audit trails.
- Ensure timely submission of compliance and operational documents.
- Support accurate preparation of management reports and KPI tracking.

**Staff Supervision & Development**:

- Supervise admin clerks, cash office staff, and reception personnel.
- Plan daily and weekly work schedules to ensure coverage and efficiency.
- Identify training needs and support skill development.
- Foster teamwork and maintain high morale within the admin team.

**Communication & Stakeholder Liaison**:

- Act as a key liaison between the store and Head Office departments (Finance, HR, Payroll, Audit).
- Provide administrative support to the Store Manager and Department Managers.
- Communicate effectively with suppliers, auditors, and internal stakeholders.

**Performance Indicators**:

- Accuracy and timeliness of reports and reconciliations
- Compliance with financial and HR audit standards
- Reduction in cash and stock variances
- Effective communication and teamwork
- Minimal audit findings or irregularities
- Confidential and secure handling of information

**Health, Safety & Compliance**:

- Ensure compliance with the Occupational Health and Safety Act, 85 of 1993
- Support store compliance to Pick n Pay’s Food Safety, POPIA, and audit standards
- Maintain high housekeeping and administrative hygiene in back-office areas
- Attend safety and compliance training as required.

**Requirements**:
**Minimum Requirements**:

- Grade 12 / Matric (NQF Level 4)
- Diploma in Office Administration, Accounting, or HR (advantageous)
- Minimum 3-5 years’ experience in a retail administration or finance role
- Strong knowledge of cash handling, reconciliations, and financial reporting
- Knowledge of labour and retail legislation (BCEA, LRA, OHSA)
- Ability to work retail hours, weekends, and public holidays

**Skills and Competencies**:

- Excellent numerical and financial acumen
- Strong administrative and organizational ability
- Attention to detail and accuracy
- Knowledge of SAP, Psiber, Jarrison, or similar systems
- Sound understanding of HR, payroll, and compliance processes
- Leadership and staff supervision skills
- Effective communication and reporting ability
- Ability to work under pressure and meet deadlines

**Personal Attributes**:

- High integrity and confidentiality
- Methodical and disciplined approach
- Professional and approachable demeanor
- Problem-solving