Admin, Finance and Procurement role-Fast Food outlet

SUMMARY:
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POSITION INFO:

Position: Admin, Finance & Procurement Manager (Hybrid)
Location: Port Elizabeth
Hybrid role: 3 days in-store / 2 days remote

Position Type:
Senior Operations Support

Full-time | Monday–Friday

Role Purpose:
The Admin, Finance & Procurement Manager is responsible for ensuring the smooth flow of stock, accurate financial administration, supplier coordination, and operational reporting for a fast food outlet. 

This role supports the Store Manager and works closely with the accountant to ensure the business runs efficiently, transparently, and profitably.

Working Structure:
5-day work week
3 days in-store
One day overlapping with the Store Manager’s off day
2 days remote

Weekend work:
Not required on-site
Must be reachable for urgent matters only

Key Responsibilities:
Procurement & Stock Control
Manage supplier relationships and pricing
Place approved stock orders based on Store Manager requests
Track stock usage and trends
Check delivery notes against invoices
Resolve supplier discrepancies
Maintain approved supplier lists

Financial Administration:
Capture and organise all invoices and receipts
Maintain expense records
Prepare weekly finance packs for the accountant
Assist with cash reconciliation reporting
Track payments due and payment confirmations
Ensure proper filing of financial documents
Reporting & Controls

Compile:
Weekly stock reports
Monthly procurement summaries
Expense tracking reports
Flag irregularities, shortages, or unusual trends
Maintain digital and physical filing systems
Systems & Process Management
Maintain and improve admin systems
Ensure SOPs are followed
Support audits and due diligence preparation
Reduce dependency on informal processes
Store Support

Support Store Manager with:
Admin overflow
Stock planning
Operational problem-solving
Act as secondary control point when Store Manager is off

Minimum Requirements
Minimum 3–5 years’ experience in:
Administration
Finance support
Procurement (preferably food or retail)
Strong organisational skills
Experience working with suppliers and invoices
Comfortable working independently
Basic accounting knowledge
Computer literate (Excel, email, accounting software exposure)
Trustworthy and detail-oriented

Key Competencies:
Accuracy and discipline
Systems thinking
Accountability
Clear communication
Problem-solving
Confidentiality