Support Specialist

The Shoprite Group of Companies; Wes-Kaap; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A retail organization in South Africa seeks a Support Specialist to enhance business unit efficiency. Responsibilities include coordinating meetings, managing office logistics, providing administrative support to leadership, and engaging with internal and external stakeholders. Candidates should have at least a Grade 12 certificate and 3 years of relevant experience, with strong proficiency in MS Office applications. A diploma in Office Management is preferred, and experience in retail or FMCG sectors is a plus.

Qualifications

• Minimum 3 years' experience in a secretarial/clerical role.
• Strong archival and document management skills.
• Experience in retail or FMCG environments preferred.

Responsibilities

• Coordinate administrative tasks and onboarding processes.
• Facilitate meetings and manage event logistics.
• Support leadership with diary and travel management.
• Coordinate continuous improvement projects.

Skills

MS Office proficiency

Client engagement skills

Project coordination

Education

Grade 12 certificate

Diploma in Office Management

Job description

Role Purpose:

The role of a Support Specialist is to support the effective and efficient functioning of a Business Unit through the delivery of varied and complex administrative services. A resourceful and flexible approach is required. The position requires a strong degree of responsibility, discretion, and confidentiality. The role also coordinates projects, conducts research and analysis, and prepares reports or communications. The focus areas may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams, and serving in an advisory capacity to the project development team. The incumbent must be able to work on their own initiative, be self‑motivated and proactive.

Client and stakeholder engagement

• Welcome clients and visitors with professionalism and attend to all calls promptly.
• Establish good relationships with teams, internal and external stakeholders to uphold office efficiency and effectiveness.
• Serve as the primary liaison between internal and external teams, clients, and vendors, ensuring timely and efficient handling of queries and requests.
• Facilitate the seamless exchange of information among stakeholders.
• Offer comprehensive administrative support to the leadership group and their teams to promote effective and efficient operations within the organisation.

Meeting and event coordination

• Coordinate and schedule appointments and meetings for the General Manager direct reports, ensuring all necessary arrangements are in place (invitations, links, meeting rooms, office access, etc.).
• Prepare and maintain attendance records, minutes, agendas, and other meeting content and data for presentation.
• Provide assistance to Senior Managers with diary management.
• Organize events or conferences by arranging facilities and catering, issuing information or invitations, and coordinating speakers.

General office coordination

• Proactively plan and execute the efficient running of the office to ensure a well‑maintained office environment that meets the requirements of the team.
• Co‑ordinate all administrative tasks for onboarding and termination team members.
• Co‑ordinate all travel requests and accommodation bookings for the General Manager and direct reports.
• Develop and maintain an effective filing and document control system.
• Co‑ordinate office supplies and ensure office equipment is always working.
• Process invoices, raise Purchase Orders (POs) and follow up on payments where required.
• Maintain records of payments and financial activities, and support with compilation of financial reporting.
• Compile and review expense claims of the General Manager and direct reports.

Continuous Improvement

• Coordinate and support the identification and execution roll‑out of improvement projects.

Portfolio Coordination

• Compile and capture data for monthly and quarterly reporting purposes.
• Support with formatting documents, reports, and presentations.
• Undertake research as requested by General Manager direct reports.

Qualifications and Experience

• Grade 12 certificate - (essential).
• Diploma or certificate in Office Management or a related field - (preferred).
• +3 years’ experience in a secretarial/clerical role with a good understanding of project services.
• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams, and Outlook - (essential).
• Experience in a retail or FMCG environment – (desired).