Introduction
The primary objective of this role is to support the Snacking and Gifting team by providing administrative assistance to the Buying Team, ensuring the efficient operation of the department.
Job Description
Administrative Responsibilities:
- Perform administrative tasks related to daily operations.
- Maintain ongoing communication with suppliers and conduct weekly reconciliations.
- Liaise with buyers and planners regarding supply, static data, pricing, and availability, while facilitating necessary corrective actions with suppliers.
- Provide support in the ordering process.
- Manage and maintain static data.
- Offer general administrative support to the Commercial team.
- Ensure accurate transmission of Price and Pack information to suppliers.
Reporting & Data Management:
- Prepare departmental reports, including Excel spreadsheets and Word documents. Examples include:
- Weekly sales reports per supplier.
- Weekly supplier shortfall (order fill) reports.
- Weekly snapshots for teams.
- Communicate the Promotional Planner and oversee suppliers’ timely and accurate completion of the Promotional Check Sheet.
- Submit information to trade planning while ensuring ticketing and delivery details are correct.
- Load and submit promotions on FPP.
Financial & System Support:
- Capture and manage departmental operating expenses.
- Issue purchase orders (POs) and track packaging payments, write-offs, and rebillings.
- Apply for barcodes and update new line static data on FILA and JDA.
General Administration:
- Schedule meetings, arrange refreshments, and coordinate supplier parking.
- Compile, update, and maintain supplier records.
- Perform ad-hoc administrative duties as required.
- Take meeting minutes when necessary.
- Address ad-hoc queries and requests.
- Prepare contracts and trading terms.
- Maintain JDA system data, including supplier split adjustments, trunking rules, and lead times.
Minimum Requirements:
- Minimum of 2 years of relevant administrative experience.
- Matric (Grade 12) qualification.
- An accounting diploma is advantageous.
- Experience with supplier portals and systems such as COGNOS, CAM, JDA FF, FILA, RMS, FPI, FPP, ORACLE, and COM Share is beneficial.
- Proficiency in Microsoft Excel, PowerPoint, MS Teams, and Word.
- Basic understanding of retail accounting principles.
- Foundational knowledge of buying and planning processes.
Key Competencies:
- Strong team player.
- High accuracy and attention to detail in administrative tasks.
- Proactive approach—able to anticipate the needs of the Buying Team.
- Capable of making routine decisions in the absence of the Buyer.
- Effective planning and organizational skills.
- Excellent verbal and written communication skills.
- Deadline-driven and results-oriented.
- Strong interpersonal skills with a customer service mindset.
- Ability to work under pressure.
- Analytical thinking with a focus on accuracy.
- Integrity and ability to handle confidential information.
- Ability to collaborate with team members at different levels.
- Proactive and goal-oriented approach.
