Receiving Administrator (H4/RC4/1)

Job Purpose

To ensure the accurate, efficient, and compliant receiving of all goods delivered to the store in accordance with Pick n Pay's operational, financial, and supply chain standards.

The Receiving Administrator is responsible for verifying supplier deliveries, processing Goods Received Vouchers (GRVs), maintaining accurate receiving records, and ensuring all stock movements are correctly recorded within the store's systems. The role supports inventory accuracy, supplier accountability, audit readiness, and efficient stock flow while maintaining compliance with company policies, food safety standards, and legislative requirements.

Key Performance Areas (KPAs)

• Receiving and Documentation Control
• Supplier Liaison and Delivery Coordination
• GRV and System Administration
• Inventory Accuracy and Stock Flow
• Compliance and Audit Readiness
• Communication and Team Collaboration
• Health, Safety, Food Safety and Hygiene Compliance

Key Responsibilities

Receiving and Documentation Control

• Receive and verify all supplier deliveries against purchase orders, invoices, and delivery notes.
• Inspect deliveries for quantity, quality, expiry dates, packaging integrity, and product condition.
• Record shortages, damages, over-deliveries, and other discrepancies immediately.
• Ensure all receiving documentation is accurately completed, authorised, and filed.
• Allocate received stock correctly to the relevant departments.
• Ensure all stock is received in accordance with company receiving procedures.

Supplier Liaison and Delivery Coordination

• Liaise professionally with suppliers and delivery drivers regarding deliveries and documentation.
• Coordinate scheduled deliveries to minimise delays and congestion.
• Communicate shortages, damaged stock, returns, or supplier issues to the relevant department managers.
• Ensure suppliers and delivery personnel comply with store safety and hygiene requirements while on-site.
• Escalate recurring supplier performance issues to Store Management where required.

GRV and System Administration

• Capture all Goods Received Vouchers (GRVs) accurately and timeously.
• Match supplier invoices to purchase orders and GRVs.
• Verify pricing, quantities, and cost allocations before processing.
• Submit completed GRVs and supporting documentation to the Admin Office within required deadlines.
• Maintain accurate electronic and manual receiving records.
• Ensure complete traceability of all receiving documentation.

Inventory Accuracy and Stock Flow

• Support accurate stock control through timely and accurate receiving.
• Monitor receiving schedules to support efficient stock movement throughout the store.
• Coordinate with Store Room personnel and Department Managers to ensure prompt distribution of received stock.
• Report any issues affecting stock availability, product quality, stock rotation, or cold chain integrity.
• Contribute to efficient supply chain operations through accurate data capture and record management.

Compliance and Audit Readiness

• Maintain full compliance with Pick n Pay receiving procedures and internal controls.
• Ensure receiving records remain complete, organised, and audit ready.
• Support internal, regional, and external audits by providing accurate documentation.
• Implement corrective actions arising from audit findings where applicable.
• Maintain compliance with food safety, traceability, cold chain, and stock control requirements.

Communication and Team Collaboration

• Work closely with Administration, Stock Control, Receiving, and Department Managers.
• Communicate delivery issues, credits, returns, and discrepancies promptly.
• Support Receiving Clerks and Receiving Assistants in maintaining operational standards.
• Participate in operational meetings when required.
• Promote teamwork and collaboration across departments to ensure efficient store operations.

Health, Safety, Food Safety and Hygiene Compliance

• Comply with Pick n Pay Health, Safety, Food Safety, and Hygiene policies.
• Follow Occupational Health and Safety (OHS) requirements and safe receiving procedures.
• Maintain a clean, organised, and safe receiving area.
• Adhere to cold chain requirements and food safety standards.
• Report hazards, unsafe conditions, damaged equipment, or incidents immediately.
• Participate in safety briefings, inspections, and internal audits.

Performance Indicators

• Accuracy and timeliness of GRV processing
• Receiving documentation accuracy
• Inventory accuracy and stock integrity
• Supplier delivery compliance and discrepancy resolution
• Audit readiness and compliance standards
• Effective communication and teamwork
• Attendance, punctuality, and reliability

Minimum Requirements

• Education: Grade 12 / Matric (NQF Level 4)

• Location: Must be currently residing in or within reasonable commuting distance of the Upington area.

• Experience: Minimum 1–2 years' experience in a retail receiving, stock control, warehouse, inventory administration, or similar retail environment.
• Computer Literacy: Proficient in Microsoft Office and retail back-office systems. Experience with SAP and Goods Received Voucher (GRV) systems.
• Receiving & Stock Control Knowledge: Basic understanding of Goods Received Voucher (GRV) processes, supplier documentation, stock receiving procedures, inventory control, and stock flow.
• Compliance Knowledge: Basic understanding of audit requirements, food safety, cold chain management, and traceability standards.
• Availability: Willingness and availability to work weekends, public holidays, and rotating shifts in line with retail trading requirements.
• Physical Requirements: Physically fit and able to stand for extended periods, move stock safely, and work within a busy receiving environment.
• Legal Eligibility: Eligible to work in South Africa.

Skills and Competencies

• Knowledge of receiving procedures, stock flow, and inventory control
• Understanding of GRV processing and supplier documentation
• Experience interacting with suppliers, delivery drivers, and internal store teams in a retail receiving or stock control environment, including verifying deliveries against purchase orders and invoices, identifying and reporting shortages, damages, or pricing discrepancies, coordinating scheduled deliveries, and communicating delivery issues, returns, and credits with suppliers and Department Managers

Employment Equity Statement

We are committed to fair employment practices and the principles of Employment Equity. Preference may be given to suitably qualified candidates in line with the company’s Employment Equity Plan.