Job Description

Pick n Pay Careers – Report to record administrator

Report to Record Administrator

Company: Pick n Pay Careers

About the Program:
The Report to Record Administrator – PO Management & Reporting is responsible for the accurate administration, monitoring, and reporting of Purchase Orders (POs), open order reports, and aged balances. This role ensures financial accuracy, compliance with company policies, and proactive resolution of long-outstanding items (including 360+ day aging) by liaising with stores, accountants, and managers.

Minimum Requirements:

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

Competencies:

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

Personal Attributes:

• Proactive and solution-driven
• Organised and deadline-focused
• High level of integrity and accountability
• Team player with strong collaboration skills

Key Responsibilities:

1. Purchase Order (PO) Management

• Review, monitor, and maintain POs within the financial system (e.g., SAP or equivalent ERP)
• Ensure POs are accurately raised, approved, and aligned to budgets
• Identify and resolve discrepancies between POs, invoices, and goods received notes
• Monitor unutilized, partially utilized, or expired POs and follow up with stakeholders
• Ensure compliance with internal procurement policies and financial controls

2. Open Order Reporting

• Prepare and distribute weekly Open Order Reports to relevant stakeholders
• Analyse open orders for completeness, accuracy, and potential financial risk
• Highlight long-outstanding or dormant POs
• Provide commentary and recommendations on significant variances or unusual items
• Maintain proper documentation and audit trails for reporting purposes

3. Aged Items & 360+ Days Follow-Up

• Monitor and report on aged open items, particularly 360+ day balances
• Engage with stores, accountants, and managers to resolve outstanding items
• Investigate root causes of long-outstanding balances and escalate where required
• Ensure corrective actions are implemented and tracked to completion
• Maintain detailed follow-up logs and status updates

4. Financial Controls & Compliance

• Ensure adherence to internal financial policies and procedures
• Support audit requests by providing relevant reports and documentation
• Assist with month-end and year-end processes related to PO and accrual management
• Reconcile relevant GL accounts linked to open POs as required

5. Ad Hoc & Administrative Support

• Assist with ad hoc finance-related queries and investigations
• Support management with data extraction and analysis
• Participate in process improvement initiatives
• Provide backup support within the finance team as needed

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