Office Administrator - Port Elizabeth

SUMMARY:
Office Administrator - Port Elizabeth Eastern Cape

POSITION INFO:

Duties and Responsibilities:

1. Administrative Support
   • Managing incoming and outgoing correspondence (emails, phone calls, memos).
   • Maintaining filing systems (digital and physical).
   • Preparing reports, letters, notices, and documentation for management.
   • Updating store documentation such as price lists, policies, and procedural manuals.
   • Handling travel arrangements, meeting bookings, and office calendars.
2. Financial & Cash Office Duties
   • Processing invoices, purchase orders, and supplier statements.
   • Reconciling daily cash-ups, till variances, and banking.
   • Monitoring expenses and maintaining petty cash.
   • Assisting with month-end reporting.
   • Supporting stock control teams with documentation.
3. HR & Staff Support
   • Assisting with onboarding of new staff (forms, induction documents).
   • Maintaining employee files and attendance registers.
   • Preparing schedules and distributing rosters.
   • Assisting payroll with timesheets, leave forms, and HR queries.
   • Coordinating training sessions and compliance requirements.
4. Stock & Inventory Administration
   • Capturing stock transfers, GRNs (goods received notes), and RTVs (returns to vendor).
   • Monitoring stock levels for stationery, packaging, and office supplies.
   • Filing supplier invoices and delivery notes.
   • Supporting annual and quarterly stock-take preparation and documentation.
5. Customer & Store Support
   • Assisting customers with administrative queries (refund documentation, loyalty program issues).
   • Supporting floor staff and management with paperwork and system queries.
   • Helping manage customer complaints logs for follow-up.
6. Systems & Compliance
   • Using point-of-sale (POS), ERP, or retail management systems (e.g., Pastel, SAP, Sage).
   • Ensuring compliance with company procedures and retail regulations.
   • Preparing audit documentation when required.
   • Monitoring store licenses, permits, and safety documents.
7. Office Coordination
   • Maintaining cleanliness and organization of the admin office.
   • Coordinating deliveries with suppliers and logistics partners.
   • Ensuring printers, computers, and office equipment are functional.
8. Management Support
   • Preparing performance dashboards and store KPIs.
   • Assisting store managers with operational planning.
   • Coordinating communication between head office and store teams.