Admin and Stock Administrator

SUMMARY:
-

POSITION INFO:

Location: Oudtshoorn, Western Cape

Employment Type: Permanent

Industry:Pharmacy | Healthcare Retail | Administration | Stock Control

WatersEdge Solutions is partnering with a pharmacy business in Oudtshoorn to find a reliable, detail-oriented Admin and Stock Administrator who enjoys keeping operations organised, records accurate and stock under control.

This is a hands-on role combining financial administration, debtor management, supplier reconciliations and stock control across two pharmacy locations.

We're looking for someone who takes pride in getting the details right, follows through on outstanding queries and understands the importance of protecting stock, cash and confidential information.

The successful candidate will work between two pharmacies according to an agreed schedule and operational requirements, ensuring consistent administrative and stock-control processes at both locations.

About the Role

As Admin and Stock Administrator, you'll play an important role in keeping the administrative and stock-management functions of two pharmacies running smoothly.

Your responsibilities will cover debtor accounts, supplier statements, daily cash-up checks, banking records, stock ordering, receiving, inventory counts and supplier returns.

You'll work closely with pharmacy management and the Responsible Pharmacist to maintain accurate records, identify discrepancies and ensure that stock and financial processes are followed correctly.

This position requires someone who can work methodically, manage competing priorities and take ownership of resolving issues rather than allowing them to remain outstanding.

Key Responsibilities

Administration & Debtor Management

• Maintain accurate and up-to-date debtor accounts.

• Follow up on outstanding medical aid, private patient and cash-on-delivery (COD) balances.

• Prepare and issue monthly debtor statements.

• Monitor overdue accounts and escalate unresolved balances to management.

• Respond professionally to account queries and follow through until they are resolved.

• Maintain accurate account correspondence and supporting documentation.

Supplier Accounts & Financial Reconciliations

• Reconcile supplier statements against invoices and credit notes.

• Investigate and resolve discrepancies in supplier accounts.

• Prepare supplier payments for management approval.

• Maintain accurate records of payment documentation and remittance advice.

• Ensure supplier invoices, credit notes and related records are correctly filed.

• Support accurate and timely month-end financial administration.

Cash-Up, Banking & Financial Controls

• Check daily cash-up documentation for accuracy and completeness.

• Reconcile cash, card and EFT receipts against banking records.

• Identify and report cash-up or banking discrepancies promptly.

• Assist with maintaining effective banking and petty cash controls.

• Ensure financial documentation is securely stored and easily accessible when required.

• Handle financial information with discretion and confidentiality.

Stock Ordering & Receiving

• Prepare and process approved stock orders in line with purchasing procedures.

• Consider stock levels and sales demand when preparing orders.

• Follow up on stock shortages and outstanding deliveries.

• Check incoming deliveries against purchase orders and supplier invoices.

• Verify quantities, pricing, product condition and expiry dates.

• Capture stock receipts accurately on the relevant system.

• Report delivery discrepancies and damaged stock promptly.

Inventory Management & Stock Control

• Maintain accurate product and inventory records.

• Process approved price changes, stock transfers, returns and adjustments.

• Ensure stock movements are supported by the correct documentation.

• Conduct scheduled cycle counts and assist with full stocktakes.

• Investigate stock variances and obtain the necessary approvals before adjustments are processed.

• Monitor stock expiry dates, slow-moving products and excess inventory.

• Support effective stock rotation, prioritising products with earlier expiry dates.

• Identify potential stock losses, wastage or inventory-control issues.

• Help maintain organised receiving and storage areas.

Supplier Returns & Credit Management

• Coordinate the return of damaged, expired or incorrect stock to suppliers.

• Follow up on outstanding supplier credits.

• Track returns and credit notes through to completion.

• Maintain accurate records of returned stock and related documentation.

• Escalate unresolved supplier or stock discrepancies where necessary.

Compliance & Operational Support

• Follow established pharmacy administration and stock-control procedures.

• Work within approved purchasing and financial authorisation limits.

• Coordinate medicine-related stock matters with the Responsible Pharmacist.

• Maintain confidentiality when handling customer, financial and pharmacy information.

• Apply consistent processes across both pharmacy locations.

• Travel between the two pharmacies according to an agreed schedule and operational needs.

• Support management in maintaining accurate records, reliable stock counts and effective operational controls.

What You'll Bring

Key Requirements

• Previous practical experience in administration, stock control, inventory management or a related operational role.

• Good understanding of administrative recordkeeping and financial documentation.

• Ability to reconcile supplier statements, invoices and credit notes.

• Confidence working with debtor accounts and following up on outstanding payments.

• Understanding of daily cash-up procedures and basic banking reconciliations.

• Experience maintaining accurate stock records and processing stock movements.

• Ability to assist with stock counts and investigate discrepancies.

• Strong numerical accuracy and attention to detail.

• Good organisational and time-management skills.

• Ability to manage responsibilities across two work locations.

• Confidence communicating with suppliers, customers and internal stakeholders.

• A reliable, honest and accountable approach to work.

• Ability to follow established procedures and approval processes.

• Discretion when handling confidential information.

• Willingness and ability to travel between the two pharmacy locations as required.

The ideal candidate will be someone who is equally comfortable working with financial records and physical stock, and who takes ownership of keeping both accurate.

Nice to Have

• Previous experience working in a pharmacy environment.

• Experience in healthcare retail or another stock-intensive retail business.

• Familiarity with medical aid debtor accounts.

• Experience processing supplier returns and credit notes.

• Previous involvement in pharmacy stocktakes and cycle counts.

• Knowledge of expiry-date monitoring and stock rotation.

• Experience with stock-management or accounting software.

• Familiarity with month-end administration and supplier payment preparation.

What's On Offer

• Opportunity to take ownership of a varied administration and stock-control role.

• Exposure to both financial administration and inventory management.

• The chance to support the smooth operation of two pharmacy locations.

• A practical working environment where accuracy and reliability make a meaningful difference.

• Opportunity to develop experience in pharmacy operations, supplier management and stock controls.

• A role that values accountability, organisation and consistent follow-through.

Company Culture

You'll be joining a pharmacy environment that places strong emphasis on integrity, service, excellence and responsible stewardship of resources.

The team values honest work, respectful service and careful attention to detail. Protecting stock, managing cash responsibly and reducing unnecessary waste are important parts of the way the business operates.

This role will suit someone who enjoys bringing order to daily operations, takes pride in accurate work and understands that reliable administration helps the wider pharmacy team serve its customers effectively.

Please Note: If you have not been contacted within 10 working days, consider your application unsuccessful.