Admin & Retail Stock Guru

SUMMARY:
We’re looking for a Admin & Retail Stock Guru for a fast growing company in George!

The Admin & Retail Stock Guru is the backbone of our business operations. This role combines administrative excellence, financial discipline, retail stock mastery, and compliance management to ensure the smooth daily running of our shops. The Guru keeps the numbers clean, the shelves stocked, the paperwork perfect, and the systems on track.

POSITION INFO:
Key Responsibilities

Office & Financial Administration

• Oversee and improve administrative systems, including cash control.
• Perform daily cash-ups and ensure proper reconciliation.
• Capture and forward all payments and invoices to accountants daily.
• Maintain regular communication with accountants to support accurate reporting.
• Manage staff tip distribution accurately and fairly.

• Coordinate departmental orders and place them promptly.
• Track, record, and update stock levels across all categories.
• Capture stock inputs after counts and manage adjustments, refunds, and returns.
• Ensure supplier invoices are accurately captured in Hubdoc.
• Maintain stock records and ensure timely supplier payments.
• Perform regular stock counts and reconciliations.
• Monitor fast- and slow-moving items, providing feedback to management.
• Build and maintain strong supplier relationships.

• Print and apply product stickers correctly.
• Test labelled products to confirm accurate scanning on the POS system.
• Ensure price and product updates are reflected correctly on the system.

• Manage HR paperwork and escalate issues to the Head of HR when needed.
• Oversee staff meal and wastage processes, ensuring accurate recording and reconciliation.
• Submit weekly/monthly timetable reconciliations to the Finance Department.
• Keep all employee-related admin up to date and confidential.

• Maintain tidy, organised paperwork, including service logs and product documentation.
• Ensure all filing and account management is completed daily (no loose papers).
• Keep admin workspaces neat, professional, and clutter-free.

• Maintain an up-to-date asset register aligned with on-site assets.
• Ensure all certifications and licences are current, including:
• Health & Safety Certificates
• Radio Licences
• Vehicle Licences
• Liquor Licence
• Scale Calibrations
• Make sure that all Health & Safety compliance is reported and implemented by staff, working together with the Store Operations Manager.
• Performance Metrics
• Financial & Admin
• Daily invoices captured and sent to accountant.
• Daily cash-ups completed with zero errors.
• All paperwork filed neatly each day — no backlogs.
• No late or incomplete admin tasks.
• Stock & Ordering
• Orders placed quickly once departmental needs are submitted.
• Stock correctly captured after counts.
• Stickers printed/applied correctly and products scan properly.
• Refunds and returns processed accurately and documented.
• Staff & HR
• HR paperwork handled correctly and escalated promptly.
• Staff meal and wastage reconciliations completed accurately.
• Weekly/monthly timetable reconciliations submitted to Finance on time.
• Compliance
• All licences and certificates (liquor, radio, scale, etc.) up to date at all times.
• Asset register consistently current.
• Health & Safety compliance is reported, implemented, and adhered to by all staff, in collaboration with the Store Operations Manager.
• Workplace Organisation
• Admin areas kept neat and tidy daily.
• Filing completed with no paper clutter.
• Supplier Management
• Supplier invoices captured accurately and on time.
• Payments made before due dates.
• Professional and positive supplier relationships maintained.