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.

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)
• Computer literacy: MS Office, Excel (advanced), email, and payroll systems
• 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 and decision-making ability
• Proactive, reliable, and results-driven
• Strong sense of accountability and ownership

Funeral cover for employee and direct family members. Provident fund membership after 6 months of continuous employment.