Admin Controller(2IC)

Edgray Distributors (Pty) Ltd t/a JUMBO; Port Shepstone; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Edgray Distributors (Pty) Ltd t/a JUMBO is seeking an Administration Controller to oversee clerical processing, maintain store operation records, and handle routine administrative tasks. The role requires ensuring accurate filing, bank reconciliation, and daily reporting while supporting cash desk operations.

The ideal candidate will have strong attention to detail, Excel proficiency, and experience in cash handling.

Qualifications

• Matric Certificate.
• NQF 5 Certificate in Retail/Business Administration.
• Computer literate: Word and Excel.
• 2–5 years in relevant sales / cashier environment.

Responsibilities

• Cash handling and daily banking in conjunction with Store Manager.
• Maintain administration and filing per procedures (Cash Control, Petty Cash, Stock, Personnel, Internal Requests).
• Authorize transactions at 5A level and ensure RTS and spot checks.
• Train cash desk staff in customer service and handle inquiries/complaints.
• Maintain health & safety standards, security and general housekeeping in back office and cash desk areas.

Skills

Analytical Thinking

Financial Management

Customer Focus

Decision Making

Attention to Detail

Problem Solving

Planning and Organizing

Education

Matric Certificate

NQF5 Certificate in Retail/Business Administration

Tools

Word

Excel

Job description

The Administration controller will be responsible to perform clerical information processing tasks and activities associated with the update and maintenance of Store Operations records and registers. The Administration controller will also need to attend to general office applications with respect to the provision of routine procedural information

KEY RESPONSIBILITIES

1. Cash

• Ensure that the banking is done daily in conjunction with the Store Manager as per the banking procedures
• Ensure all cash ups balance with the banking
• The drop safe must be always locked and the key kept by the Admin Controller. Cash float must be checked and all spare keys for the floats must be kept at a safe place sealed in packets in the safe. Cash floats must always balance, and the Admin Controller must take full responsibility for the safe
• When cash ups are done, ensure that the cashiers balance. If there are shortages or over banking, this needs to be investigated and relevant corrective action taken

2. Administration

• Control the standard of Administration and Procedures in the Store and enforce the relevant disciplines to maintain these standards Prepare requisitions to replenish stock
• Ensure daily morning file is done as per the filing procedures. All filing duties are: Cash Control File, Petty Cash File, Stock Control File 1, Stock Control File 2, Personnel File & Internal Request file. Make sure all slips are signed with the necessary signature/s including over-rides, voids, and refunds, till open and so on.
• Ensure that reports are up to date. To be addressed on a daily basis. Start of Day Reports.
• Authorizing all transactions – 5A level.
• Lay-byes are the responsibility of the Admin Controller and the Cashiers. These must be checked, and spot checks must be done.
• Admin Controller to make sure all RTS is done on a regular basis
• Spot checks on Cashiers to be conducted
• Controlling of the change daily.
• General filing of memos and correspondence
• Data capturing of stock received and sent from branch.

3. Housekeeping

• Maintain cleanliness in back office.
• Maintain cleanliness at the Cash Desk area and return merchandise to the floor

4. Security / Risk

• Manage the security of the back office and front cash desk.
• Ensure tags are secured in the store if not attached to merchandise
• Ensuring that Health & Safety standards are met
• Prevent shrinkage by ensuring all company processes and procedures are implemented

5. Customer Services

• Train staff in customer service at the cash desk
• Assist customers with enquiries and complaints
• Apply Customer Service principles in a friendly and enthusiastic manner daily
• Continuously satisfy customer needs and attract clientele

6. People Management

• Manage performance and development of cash desk staff
• Ensure that all procedures and policies are being followed and enforce disciplinary action when necessary
• Manage time and attendance of staff

MINIMUM REQUIREMENTS

• Matric Certificate.
• NQF 5 Certificate in Retail/Business Administration.
• Computer Literate: Word and Excel.
• 2 – 5 years in relevant sales / cashier environment

COMPETENCIES

• Analytical Thinking
• Financial Management
• Customer Insight & Focus
• Decision making
• Attention to Detail
• Problem Solving
• Planning and Organizing

UNDERTAKING

• Criminal / Credit Check
• Qualification verification
• Computer and Psychometric assessments where required
• First Aid / Firefighting training

Preference will be given, but not limited to, candidates from designated groups in terms of the Employment Equity Act.