Cash Office Administrator (F4/COA/2)

Job Purpose

To perform and support daily cash office operations, including accurate cash reconciliation, recording, and banking of all tender types. The Cash Office Administrator ensures compliance with Pick n Pay’s financial controls, security procedures, and reporting standards by maintaining accurate financial records and supporting the Cash Office Manager in ensuring integrity and efficiency within all cash-handling processes.

Key Performance Areas (KPAs)

• Daily Cash Office Administration
• Reconciliation and Reporting
• Banking and Deposit Management
• Audit and Compliance Support
• Teamwork and Communication
• Health, Safety & Security

Key Responsibilities

Daily Cash Office Administration

• Perform daily cash-up reconciliations for cashiers, departments, and service counters.
• Balance floats, petty cash, and cash bags according to company policy.
• Verify cash, card, voucher, and coupon transactions accurately.
• Capture daily financial data into approved systems (SAP, Excel, or other reporting tools).
• Maintain filing systems for all cash office documentation.

Reconciliation and Reporting

• Reconcile all tenders (cash, card, gift card, vouchers, etc.) against POS reports.
• Prepare daily and weekly variance reports for review by the Cash Office Manager or Admin Manager.
• Investigate discrepancies and document corrective actions taken.
• Support accurate month-end and audit trail preparation.
• Ensure data accuracy and compliance with Pick n Pay financial deadlines.

Banking and Deposit Management

• Prepare and verify daily banking deposits, ensuring amounts reconcile with system totals.
• Record and file proof of deposits and bank slips securely.
• Liaise with bank and security personnel to coordinate collections and deliveries.
• Maintain accurate records of bank deposits and monitor delays or variances.
• Follow strict security and dual-control protocols for cash handling.

Audit and Compliance Support

• Maintain compliance with Pick n Pay’s financial policies, cash office SOPs, and audit requirements.
• Ensure all documents are signed, filed, and auditable.
• Support internal and external audit activities by preparing documentation and responding to queries.
• Identify and escalate potential financial or procedural risks.
• Assist with training of new staff in cash office processes when required.

Teamwork and Communication

• Communicate effectively with the Cash Office Manager, Admin Manager, and Store Management Team.
• Liaise with cashiers, supervisors, and service departments on variances and corrective actions.
• Support teamwork, fairness, and accuracy within the admin team.
• Provide assistance in the absence of colleagues to ensure continuity of service.

Health, Safety & Security

• Maintain strict security over cash, safe keys, and alarm codes.
• Ensure the cash office area remains clean, organized, and secure at all times.
• Report any suspicious transactions or irregularities immediately.
• Follow all health and safety procedures relevant to cash handling.
• Participate in safety and compliance meetings as required.

Performance Indicators

• Accuracy and timeliness of daily reconciliations and reports
• Adherence to Pick n Pay’s financial and audit policies
• Reduction in cash variances and discrepancies
• Quality and completeness of financial documentation
• Support to team and management in cash control functions
• Compliance with safety and security standards

Health, Safety & Compliance

• Comply with the Occupational Health and Safety Act, 85 of 1993
• Adhere to Pick n Pay financial, security, and risk policies
• Maintain confidentiality and data integrity in all financial transactions
• Report hazards, risks, or safety breaches immediately
• Participate in training and audits related to finance and safety

Minimum Requirements

• Education: Grade 12 / Matric (NQF Level 4) or equivalent level of literacy and numeracy required to perform the role
• Experience: Minimum 2–3 years’ experience in a retail or cash office environment relevant to the duties of the role
• Knowledge: Basic understanding of cash control, reconciliation, and reporting processes
  Basic understanding of internal audit and security principles
• Computer Skills: Ability to use computer systems relevant to the role (e.g. MS Excel, SAP, or similar systems)
• Work Conditions: Ability to work in a fast-paced retail environment and meet deadlines
• Availability: Willingness and availability to work shifts, including weekends and public holidays, in line with retail trading requirements
• Process Adherence: Ability to follow cash handling procedures, internal controls, and company processes with attention to detail
• Certificate or Diploma in Office Administration, Accounting, or Finance
• Basic understanding of financial reporting and reconciliation processes

Skills and Competencies

• Strong numerical accuracy and attention to detail
• Ability to handle cash and perform reconciliations accurately
• Basic understanding of financial and reporting processes
• Ability to use relevant computer systems (e.g. Excel, SAP)
• Ability to communicate effectively with team members and management
• Ability to handle sensitive information with confidentiality
• Good organisation and time management skills
• Ability to work independently and remain focused under pressure

Behavioural Attributes (Work-Related)

• Demonstrates honesty and responsibility when handling cash and sensitive information
• Demonstrates reliability and punctuality in meeting work requirements
• Maintains a professional and focused approach in the workplace
• Shows attention to detail and works in a structured and organised manner
• Remains calm and focused under pressure and deadlines
• Works cooperatively with team members and supports the team
• Maintains appropriate personal presentation in line with workplace standards
• Demonstrates alignment with organisational values (e.g. Integrity, Accountability, Care)