Receiving Administrator (H4​/RC4​/2

To ensure the accurate, efficient, and compliant receiving of all goods delivered to the store in accordance with Pick n Pay's operational, financial, and supply chain standards.

The Receiving Administrator is responsible for verifying supplier deliveries, processing Goods Received Vouchers (GRVs), maintaining accurate receiving records, and ensuring all stock movements are correctly recorded within the store's systems. The role supports inventory accuracy, supplier accountability, audit readiness, and efficient stock flow while maintaining compliance with company policies, food safety standards, and legislative requirements.

• Receiving and Documentation Control
• Supplier Liaison and Delivery Coordination
• GRV and System Administration
• Inventory Accuracy and Stock Flow
• Compliance and Audit Readiness
• Communication and Team Collaboration
• Health, Safety, Food Safety and Hygiene Compliance

• Receive and verify all supplier deliveries against purchase orders, invoices, and delivery notes.
• Inspect deliveries for quantity, quality, expiry dates, packaging integrity, and product condition.
• Record shortages, damages, over-deliveries, and other discrepancies immediately.
• Ensure all receiving documentation is accurately completed, authorised, and filed.
• Allocate received stock correctly to the relevant departments.
• Ensure all stock is received in accordance with company receiving procedures.

• Liaise professionally with suppliers and delivery drivers regarding deliveries and documentation.
• Coordinate scheduled deliveries to minimise delays and congestion.
• Communicate shortages, damaged stock, returns, or supplier issues to the relevant department managers.
• Ensure suppliers and delivery personnel comply with store safety and hygiene requirements while on-site.
• Escalate recurring supplier performance issues to Store Management where required.

• Capture all Goods Received Vouchers (GRVs) accurately and timeously.
• Match supplier invoices to purchase orders and GRVs.
• Verify pricing, quantities, and cost allocations before processing.
• Submit completed GRVs and supporting documentation to the Admin Office within required deadlines.
• Maintain accurate electronic and manual receiving records.
• Ensure complete traceability of all receiving documentation.

• Support accurate stock control through timely and accurate receiving.
• Monitor receiving schedules to support efficient stock movement throughout the store.
• Coordinate with Store Room personnel and Department Managers to ensure prompt distribution of received stock.
• Report any issues affecting stock availability, product quality, stock rotation, or cold chain integrity.
• Contribute to efficient supply chain operations through accurate data capture and record management.

• Maintain full compliance with Pick n Pay receiving procedures and internal controls.
• Ensure receiving records remain complete, organised, and audit ready.
• Support internal, regional, and external audits by providing accurate documentation.
• Implement corrective actions arising from audit findings where applicable.
• Maintain compliance with food safety, traceability, cold chain, and stock control requirements.

• Work closely with Administration, Stock Control, Receiving, and Department Managers.
• Communicate delivery issues, credits, returns, and discrepancies promptly.
• Support Receiving Clerks and Receiving Assistants in maintaining operational standards.
• Participate in operational meetings when required.
• Promote teamwork and collaboration across departments to ensure efficient store operations.

• Comply with Pick n Pay Health, Safety, Food Safety, and Hygiene policies.
• Follow Occupational Health and Safety (OHS) requirements and safe receiving procedures.
• Maintain a clean, organised, and safe receiving area.
• Adhere to cold chain requirements and food safety standards.
• Report hazards, unsafe conditions, damaged equipment, or incidents immediately.
• Par…