Receiving Admin Clerk
Location: Western Cape
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
About Clicks Group
Clicks Group is South Africa’s leading health and beauty retailer, with a strong commitment to innovation, operational excellence, and customer satisfaction. Our expanding distribution network plays a critical role in ensuring our stores receive stock efficiently and accurately, enabling us to meet the needs of our customers across the country.
We are looking for a meticulous and detail-oriented Invoice and Purchase Order Administrator to join our dynamic logistics team. This role is ideal for individuals who thrive in fast-paced environments, have an eye for accuracy, and are committed to maintaining the integrity of our stock and supplier records.
Purpose of the Role
The Invoice and Purchase Order Administrator is responsible for verifying, reconciling, and processing all supplier invoices and purchase orders (POs) to ensure the accuracy of stock received, proper accounting of goods, and timely payment to suppliers. The incumbent will play a pivotal role in preventing discrepancies, supporting operational efficiency, and maintaining compliance with Clicks Group’s procurement and accounting policies.
Key Responsibilities
1. Invoice and Purchase Order Verification
- Compare supplier invoices and purchase orders (POs) against confirmed quantities and delivery notes to ensure all goods received are correctly accounted for.
- Cross-reference all invoices with POs to confirm correct delivery, pricing, and stock categorization.
- Sort and verify different orders to eliminate duplication errors arising from multiple POs.
- Match Goods Received Slips (GRS) with POs and invoices daily to ensure completeness and accuracy of transactions.
- Escalate unresolved or recurring discrepancies to the relevant departments for corrective action.
2. Discrepancy Investigation and Reporting
- Investigate and analyse all stock discrepancies and quantity mismatches to ensure thorough verification by the receiving checker.
- Collaborate with supplier representatives to confirm resolution of discrepancies before final sign-off on the GRS.
- Identify the root causes of variances (e.g., barcode errors, pack size changes, damaged stock, or delivery shortfalls).
- Maintain accurate records of investigations, findings, and actions taken to prevent reoccurrence.
3. Warehouse Management and Systems Coordination
- Ensure all POs are closed on the Warehouse Management System (SCM & JDA) daily to facilitate new orders by the merchandising team.
- Capture all processed and verified documentation accurately into the system to maintain real-time stock visibility.
- Ensure that all system updates reflect accurate order and supplier data to support stock integrity across the supply chain.
4. Supplier and Stakeholder Liaison
- Supervise and liaise directly with supplier representatives during receiving to ensure compliance with Clicks’ policies, standard operating procedures, and Health and Safety regulations.
- Communicate with suppliers and third-party logistics providers (3PLs) to resolve delivery delays or operational issues affecting turnaround times.
- Report all product changes, such as pack size adjustments, new lines, or barcode updates, to relevant stakeholders (including Supply Chain, Merchandising, and Finance).
- Build and maintain strong working relationships with internal departments to ensure adequate resources—such as pallets, equipment, and staff—are allocated daily to meet operational targets.
5. Documentation and Compliance
- Finalise all supplier documents daily and hand over complete, verified batches to the Admin Department using the control document system.
- Ensure all documentation supports accurate, timely payment processing by the Accounts Payable division.
- Maintain orderly filing systems (electronic and manual) for all processed invoices, purchase orders, and supplier correspondence.
- Adhere to company and financial governance policies, ensuring full compliance with internal audit and regulatory requirements.
Minimum Requirements
- Educational Qualification: Matric / Grade 12 (NQF Level 4).
- Experience:
- At least 1 year of administrative experience in a warehouse, distribution, or logistics environment (essential).
- Experience working with supplier relationships and customer service within an FMCG or retail supply chain (desirable).
- Prior experience using a Warehouse Management System (SCM or JDA) (desirable).
- Skills:
- Proficient in Microsoft Office Suite (Excel, Word, Outlook).
- Excellent verbal and written communication skills.
- Strong numerical and analytical skills.
- Sound understanding of inventory control and stock reconciliation principles.
Core Competencies
- Attention to Detail: Maintains accuracy and thoroughness in all tasks.
- Planning and Organising: Efficiently manages priorities and workflow.
- Customer and Supplier Orientation: Builds trust-based relationships through professionalism and accountability.
- Problem Solving: Identifies, analyses, and resolves issues proactively.
- Team Collaboration: Works effectively within a diverse, high-performing team.
- Resilience: Operates effectively under pressure and adapts to dynamic operational environments.
Behavioural Attributes
- Reliable, disciplined, and self-motivated.
- Strong integrity and adherence to confidentiality and compliance standards.
- Commitment to continuous improvement and operational excellence.
- Willingness to learn, adapt, and contribute to a collaborative culture.
Remuneration and Benefits
- Salary: Market-related, based on qualifications and experience.
- Benefits: Clicks Group employee benefits, including medical aid, pension fund, staff discounts, and training development opportunities.
- Work Type: Permanent, full-time position within a national distribution environment.
Employment Equity Commitment
Clicks Group is an equal opportunity employer and supports the principles of Employment Equity and diversity. Preference will be given to candidates from designated groups in line with the Employment Equity Act.
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