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REPORTS TO (SUPERVISOR): ASSISTANT STORE ADMINISTRATOR ROLE SUMMARY: Based in-store within a dynamic operational environment. May be required to work weekends or public holidays where operational support is required. May also be required to support peak trading periods. (May provide functional administrative support and coordination with operational teams where required). The Assistant Store Administrator is responsible for supporting the execution of financial controls, administrative systems, compliance documentation, and operational reporting within the store. This is a hands-on administrative and control role responsible for maintaining accurate records, supporting financial reconciliation processes, assisting with payroll administration, and ensuring that operational documentation and reporting requirements are completed accurately and on time. While reporting to the Store Administrator, the Assistant Store Administrator operates independently in executing assigned administrative and financial control tasks and plays a key role in maintaining the integrity of store administration, compliance processes, and operational reporting. The role forms an essential part of the store’s governance and administrative structure and contributes directly to the operational control and accuracy of store systems. KEY RESPONSIBILITIES: The main tasks and responsibilities associated with the position are listed below. This is not an exhaustive list of duties and additional responsibilities may be required where reasonably expected for the role. Cash & Financial Administration Support • Perform and support daily cash-up processes, including tills, floats, and safe counts. • Assist with reconciliation of cash, card, and other payment methods. • Identify, document, and report discrepancies or irregularities immediately to the Store Administrator. • Assist in preparing daily and weekly financial reports required by Head Office. • Maintain accurate supporting documentation for reconciliation, audit, and reporting purposes Stock & Inventory Support • Maintain accurate stock records for bar, kitchen, and operational consumables. • Support and participate in regular stock counts and variance investigations. • Assist with receiving deliveries and verifying documentation accuracy. • Maintain organized records of invoices, delivery notes, and purchase orders. Payroll & HR Administration Support (Head Office Support Function) • Maintain staff attendance records, clocking reports, and leave tracking documentation. • Support payroll administration by preparing and submitting required documentation. • Maintain accurate and confidential employee files in accordance with company policy. • Assist with onboarding administration for new employees. Compliance; Risk & Documentation • Maintain accurate and up-to-date compliance documentation within the store. • Support health, safety, and licensing record keeping. • Maintain structured filing systems for financial, operational, and personnel records. • Ensure confidentiality and protection of company information in accordance with company confidentiality requirements. General Administrative & Operational Support • Provide administrative support to the Store Administrator and store management team. • Assist with data capturing, scheduling, and operational reporting. • Support management during audits, inspections, and compliance checks. • Assist with internal documentation and communication where required. Collaboration & Teamwork • Work closely with the Store Administrator, Front of House Manager, and Kitchen Manager. • Communicate professionally with staff and suppliers. • Provide accurate and timely administrative feedback where operational issues are identified. PERFORMANCE MEASURES: • Accuracy and reliability of financial and administrative records • Timeliness and quality of reporting and documentation • Compliance with company policies and procedures • Effectiveness of administrative support to store operations • Professionalism, confidentiality, and teamwork QUALIFICATIONS AND EXPERIENCE • Matric (Grade 12) – essential • Certificate or diploma in Business Administration, Finance, or related field – advantageous • Minimum 1–2 years’ experience in an administrative or financial support role • Experience in hospitality, retail, or entertainment environments advantageous SKILLS & KNOWLEDGE REQUIRED · Strong attention to detail and accuracy · Good organizational and time management skills · Basic numeracy and financial understanding · Basic to intermediate proficiency in Microsoft Office, particularly Excel · Ability to work under pressure in a fast-paced environment · High levels of integrity and confidentiality · Good communication and interpersonal skills
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