Inventory & Admin Assistant

INVENTORY & ADMIN ASSISTANT

POSITION SUMMARY

To provide administrative and operational support by managing records, updating inventory systems, processing documentation, and ensuring accurate backend data entry. The Back Office Clerk plays a key role in ensuring smooth coordination between frontline operations, suppliers, and finance.

JOB RESPONSIBILITIES

📦 Stock & Inventory Support

• Update daily stock movement reports (goods received, goods issued, returns).
• Reconcile physical stock with system records and report discrepancies.
• Assist in periodic stock counts and prepare variance reports.
• Maintain accurate records for stock transfers between supermarket sections and the pharmacy.

🧾 Documentation & System Entry

• Record purchase invoices, goods received notes (GRNs), and delivery notes into the system.
• Cross-check supplier invoices with received stock before forwarding to accounts.
• Maintain digital and physical filing of key documents including LPOs, receipts, and returns.

💻 POS & System Administration

• Support updating of product codes, prices, and barcodes in the POS/inventory system.
• Monitor price changes and ensure timely system updates.
• Run daily sales reports from the POS system and submit to management.

🛒 Operational Coordination

• Liaise with cashiers, storekeepers, and supervisors to ensure smooth backend operations.
• Coordinate with the pharmacy clerk and deli team on backend entries for their stock and sales.
• Assist with tagging, labeling, and barcode printing when necessary.

📊 Reporting

• Prepare daily and weekly sales and stock reports for internal tracking.
• Support finance team with reconciliation data for supplier payments.
• Flag anomalies in stock, pricing, or sales patterns to management.

QUALIFICATIONS

• Degree or Diploma in Business Administration, Procurement, Finance, or related field.
• At least 2 years’ experience in a back-office or data entry role, preferably in retail.
• Proficiency in POS and inventory management systems.
• Strong computer skills – MS Excel, Word, and Google Sheets.
• Accuracy, attention to detail, and ability to work with minimal supervision.

Desired Skills:

• Good organizational and record-keeping abilities
• Strong analytical and problem-solving skills
• Ability to handle repetitive tasks with high accuracy
• Excellent communication and interpersonal skills
• Experience working in a supermarket or pharmacy setup is a plus