JOB OVERVIEW / ROLE PURPOSE

We are seeking a reliable, detail-oriented Administration Clerk / Parts Shop Administrator to manage and support the full administrative, stock, and supply chain functions of the car parts retail store. This role is critical to ensuring smooth day-to-day operations of the Parts Shop, including stock ordering, supplier coordination, inventory control, financial administration, and general office management. The successful candidate will be detail-driven, financially astute, and capable of working independently while supporting sales and store management in a fast-paced automotive retail setting.

KEY RESPONSIBILITIES:

• Senior Administration and Financial Control:
  • Take ownership of all administrative functions within the Parts Shop
  • Manage daily cash-ups, banking preparation, and variance investigations
  • Capture and reconcile invoices, GRNs, payments, and supplier documentation
  • Manage debtors and creditors processes and assist with supplier payments
  • Maintain accurate filing systems, records, and compliance documentation
• Stock Control, Ordering and Supply Chain:
  • Manage end-to-end stock ordering for the Parts Shop to maintain optimal stock levels
  • Liaise with suppliers regarding pricing, availability, lead times, and delivery schedules
  • Track and follow up on orders from placement to receipt
  • Ensure accurate receiving, capturing, and reconciliation of all stock
  • Conduct regular stock counts and investigate discrepancies
  • Implement controls to minimize stock losses, shortages, and overstocking
  • Support demand planning and stock forecasting in line with sales trends
• Store Operations and Support:
  • Act as the primary administrative and stock control support to store management
  • Support sales staff with parts administration, queries, and documentation
  • Ensure the administrative office operates efficiently and professionally
  • Maintain high levels of accuracy, accountability, and professionalism at all times
  • Identify process improvements to enhance efficiency and stock accuracy

MINIMUM REQUIREMENTS

Qualifications:

• Matric
• Relevant qualifications in Administration, Finance, Supply Chain, Stock Control, or Retail Management will be advantageous

Experience required:

• Proven experience in senior administration, parts administration, or stock control
• Strong administrative, organisational, and time-management skills
• Excellent verbal and written communication skills
• Solid experience with cash handling, daily cash-ups, and reconciliations
• Working knowledge of debtors, creditors, invoicing, and financial controls
• Experience with stock ordering, inventory management, and supplier coordination
• Ability to work under pressure in a high-volume retail environment
• Trustworthy, reliable, and able to work independently
• Previous experience in the automotive or car parts industry will be a strong advantage

Additional Information

• Retail environment (Automotive / Car Parts)
• Must be able to work Monday to Saturday
• Must have Clear ITC records (No Debt review, Defaults or Judgements)
• Must have Clear Criminal Record
• Must have valid Driver's License and own vehicle