Job Description

Pick n Pay Careers – Report to record administrator

Report to Record Administrator – Pick n Pay Careers

About the Role
Pick n Pay Careers is seeking a detail-driven Report to Record Administrator to manage Purchase Order (PO) administration, reporting, and financial controls. This role is responsible for ensuring accuracy in financial records, monitoring open orders, and proactively resolving aged balances while maintaining compliance with company policies and procedures.

Minimum Requirements

• Diploma or Degree in Finance, Accounting, or a related field
• Minimum of 2–3 years’ experience in a finance administration role
• Experience with PO management and ERP systems, with SAP experience being advantageous
• Strong understanding of financial controls and reporting processes

Key Competencies

• Strong analytical and problem-solving skills
• High level of accuracy and attention to detail
• Excellent communication and stakeholder engagement skills
• Ability to manage multiple deadlines and work independently
• Advanced Excel skills
• Confident and professional follow-up ability

Personal Attributes

• Proactive and solution-oriented approach
• Well-organised with strong focus on meeting deadlines
• High integrity and accountability
• Strong team collaboration skills

Key Responsibilities

Purchase Order Management

• Review, monitor, and maintain Purchase Orders within the financial system
• Ensure POs are accurately created, approved, and aligned with budget requirements
• Identify and resolve discrepancies between POs, invoices, and goods received notes
• Track unused, partially used, or expired POs and follow up with relevant stakeholders
• Ensure compliance with procurement policies and financial controls

Open Order Reporting

• Prepare and distribute weekly open order reports to stakeholders
• Analyse open orders for accuracy, completeness, and financial risk
• Highlight long-outstanding or inactive POs
• Provide insights and recommendations on variances or unusual items
• Maintain proper documentation and audit trails

Aged Items and Follow-Up

• Monitor and report on aged balances, including items exceeding 360 days
• Engage with stores, accountants, and managers to resolve outstanding items
• Investigate root causes of long-outstanding balances and escalate where necessary
• Track corrective actions through to resolution
• Maintain detailed follow-up records and status updates

Financial Controls and Compliance

• Ensure adherence to internal financial policies and procedures
• Support audit requirements by providing relevant documentation and reports
• Assist with month-end and year-end processes related to PO and accrual management
• Reconcile general ledger accounts linked to open Purchase Orders where required

Ad Hoc and Administrative Support

• Assist with finance-related queries and investigations
• Support management with data extraction and analysis
• Contribute to process improvement initiatives
• Provide backup support within the finance team as required

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