Store Administrator & Inventory Control

Job Description: Store Administrator & Inventory Control

Organization: Specialized Bicycle Components South Africa (Pty) Ltd

Location: Stellenbosch Retail Store

Position Title: Store Administrator & Inventory Control

Reports To: Store Manager

Role Purpose

The Store Administrator & Inventory Control Specialist is responsible for ensuring accurate stock management, seamless back-office operations, and efficient invoice processing. This role supports the store team by maintaining inventory integrity, optimizing stock flow, and contributing to an exceptional customer experience in line with The Specialized Way.

Key Responsibilities

Inventory & Stock Control

• Maintain accurate inventory records for all SKUs and product descriptions.
• Create and update products in the system.
• Monitor pricing and margins; manage re-pricing and clearance promotions.
• Investigate and resolve stock discrepancies between Lightspeed and Oracle.
• Plan and execute stock counts and cycle counts.
• Process stock adjustments and replenishment orders.
• Manage receiving of stock and ensure timely processing.
• Generate aging reports to identify slow-moving products.
• Coordinate shipping and collections with suppliers and retailers.

Accounts & Financial Administration

• Accurately record and track all supplier invoices.
• Submit invoices for payment promptly to avoid delays.
• Load, approve, and process invoices in Oracle.
• Ensure correct allocation to expense and control accounts.

Sales Support

• Manage debtors (parked sales) and follow up on outstanding transactions.
• Maintain and update the customer database.
• Track and follow up on special orders with customers and suppliers.
• Provide assistance with sales on the shop floor when required.

Operational & Administrative Duties

• Process daily cash-up and upload sales files.
• Conduct sales and margin analysis, including seasonality and expense trends.
• Deliver customer-centric communication via phone, email, and written correspondence.
• Contribute to a positive team environment and uphold The Specialized Way principles.
• Identify and implement continuous process improvements.
• Support customer relationship building and problem-solving initiatives.
• Maintain organized and clean storage areas.
• Assist with onboarding and training of new employees.
• Participate in staff meetings, trade shows, demo days, and events as needed.
• Adhere to all company policies and operational processes.
• Perform additional duties as assigned to support store operations.

Skills & Competencies

• Strong organizational and time-management skills.
• Proficiency in Excel and retail systems (Oracle, HubTiger).
• Excellent verbal and written communication skills.
• Ability to work in a fast-paced, high-volume environment.
• Strong problem-solving and analytical abilities.
• Team-oriented mindset with proactive and creative thinking.

Preferred Experience

• Leadership experience in retail or inventory management.
• Background in the cycling industry or consumer products.
• Previous retail store experience highly advantageous.