X5 ADMIN CLERK
Location: Parklands, Western Cape
Job Type Classification: Permanent
Closing Date: None
Salary: market related
We are currently seeking a highly organized, motivated, and dependable Administrative Clerk to join our team. This role is ideal for someone who enjoys working in a fast-paced office environment and thrives on handling a variety of administrative and clerical responsibilities. The successful candidate will play a crucial role in supporting managers, assisting team members, and ensuring the smooth operation of day-to-day administrative functions within the company.
If you are detail-oriented, professional, adaptable, and looking to grow within a supportive and dynamic environment, this position could be the right fit for you.
Key Responsibilities
As an Administrative Clerk, your daily duties will include a wide range of tasks to support the business operations and ensure organizational efficiency. Some of your core responsibilities will include:
- Writing, sending, and responding to business-related emails professionally and promptly.
- Developing and maintaining both physical and digital filing systems to ensure accurate record-keeping and easy access to documents.
- Preparing and managing expense reports, including data entry, reconciliations, and submission to the finance team.
- Assisting senior managers by carrying out administrative support tasks and fulfilling ad-hoc requests.
- Compiling and sending weekly financial reports to relevant departments or leadership.
- Monitoring inventory records, identifying discrepancies, and making necessary corrections.
- Liaising with suppliers to communicate and resolve issues related to delayed, damaged, or incorrect orders.
- Daily filing of paperwork associated with goods received, ensuring that documentation is accurate and complete.
- Monitoring computer systems for updates and notifications, using standardized templates, and ensuring compliance with company procedures.
- Managing the process for returned goods and claims, ensuring timely follow-up and submission to suppliers.
- Processing and organizing credits, including the filing of credit-related documents and coordinating with finance to ensure completion.
- Verifying that all documentation related to received goods is properly filed and finalized before the end of each workday.
- Collaborating with the receiving team to investigate credit disputes and address finance-related queries.
- Resolving issues by working closely with internal departments and external stakeholders.
- Issuing invoices to stores and ensuring timely delivery and accuracy.
- Answering phone calls, directing them to the appropriate person or department, and taking messages as needed.
- Representing the company in a professional manner by being punctual, well-groomed, confident, and courteous at all times.
- Demonstrating the ability to work independently with minimal supervision while also being a supportive and proactive team member.
- Using strong problem-solving skills to manage and prioritize competing tasks and responsibilities.
- Performing general office duties such as photocopying, scanning, and maintaining office supplies.
- Utilizing computer systems effectively and being willing to learn new programs or procedures as needed.
- Communicating clearly, whether in person, over the phone, or via written correspondence.
- Staying organized, especially during busy periods, and managing time effectively.
Requirements
To be considered for this role, applicants must meet the following minimum qualifications:
- A valid Matric certificate (Grade 12).
- Prior experience in a similar administrative or clerical role (e.g., Admin Assistant, Admin Clerk, Admin Officer).
- Proficiency in both English and Afrikaans (written and spoken).
- Must reside within 25km of the workplace.
- A clear criminal record is required for employment.
Preferences (Not Mandatory)
Although not essential, the following attributes will be advantageous for candidates:
- EE/AA candidates are encouraged to apply.
- Having reliable personal transport.
- Five or more years of administrative experience.
- Prior experience with Arch, Adore, and Microsoft Office Suite (Word, Excel, Outlook) is highly desirable.
- Candidates between the ages of 18 and 65 are preferred.
Work Schedule
The role involves working six shifts per week, including Sundays and Public Holidays, covering both trading and non-trading hours. Flexibility and a willingness to adapt to shift schedules are essential.
Application Process
To complete your application, you will be required to:
- Complete a Potential Work Performance Assessment Battery.
- Answer the following questions:
- In which area do you currently live? (Please specify the suburb, district, or city.)
- How do you organize and maintain your filing system?
- Do you have experience planning meetings and taking minutes?
- Can you efficiently manage and monitor office supplies?
- How do you address and resolve customer questions and complaints?
- What is your proficiency level with Microsoft Office applications?
- How do you approach learning and adapting to a new system?
- Are you willing to work 6 shifts per week, including weekends and holidays, across varying hours?
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