About the position
Role Summary
The Store Planning Administrator will be responsible for controlling and coordinating work briefs to be programmed into the Drawing office.
Tasks will include tracking of briefs, workflows through the process and controlling output and distribution of plans.
Collating and coordinating feedback and commentary for efficient revision updates.
The Store Planning Administrator serves as the critical \"engine room\" for the Store Planning department. This role provides high-level administrative and process support to the HOD and Drawing Office Teams, ensuring that project briefs are meticulously tracked from inception to approval. By maintaining rigorous quality standards and clear communication channels, the role ensures the drawing office remains focused and that all stakeholders are aligned with the retail development schedule.
Requirements
Minimum Requirements
Matric
Project Administration qualification
4 - 5 years administration experience
Computer Literate: Proficiency in excel, word and power point
Competencies
Attention to Detail
Strong Analytical Skills
Assertiveness
Communication Skills
Results Orientated
Team Player
Emotional Intelligence & Resilience
Software Proficiency
Excellent Customer Service
Key Responsibilities
Key Responsibilities
Workflow & Schedule Management (Monday.com)
End-to-End Tracking: Manage the lifecycle of all project briefs on [URL Removed] ensuring real-time visibility for the HOD and stakeholders.
Planning & Organization: Coordinate specific timelines (e.g., site brief, job brief and COR preparations) and multitask across various active projects to prevent bottlenecks.
Drawing Office Support: Assist the HOD in scheduling the Drawing Office Technicians, proactively \"chasing\" outstanding drawings to ensure plans are ready for review.
Quality Control & Approvals
Process Integrity: Facilitate brief approvals via PandaDoc (or similar systems), ensuring the internal 3-day turnaround standard timeframe is met.
Quality Standards: Review incoming briefs for completeness before they enter the drawing office to maintain high output standards.
Beta Comment Management: Track stakeholder feedback (\"Beta Comments\") on [URL Removed] verify whether comments were accepted or rejected and communicate these outcomes clearly to relevant stakeholders.
Manage Liquor License information\" to \"Coordinate Store Planning inputs for the Liquor Team
Chase Commercial Flows\" to \"Monitor and Report on Commercial Flow readiness against the T-Minus principles.\"
Centralied Information & Regional Meeting Coordination
The \"Central Link\" Management: Maintain and manage the master project plan link. Ensure that every drawing issue sent out by the Drawing Office is immediately added to this central repository.
Stakeholder Accessibility: Guarantee that suppliers, consultants, and internal stakeholders have seamless, up-to-date access to the latest revisions, reducing delays caused by outdated information.
Submission Protocol: Ensure all planning documentation is uploaded to Microsoft Teams or any other company links emailed one week prior to planning meetings.
Stakeholder Feedback: Capture and action feedback from Bi-Monthly and Executive meetings, immediately adjusting schedules to ensure plans to reflect approved changes.
Reporting: Generate weekly reports on outstanding briefs and project health to keep the business informed.
Executive Support & Office Management
Calendar Management: Proactively manage the HOD's diary, ensuring priority is given to critical project reviews and executive deadlines.
Monitoring & Liaison: Act as the first point of contact for the Store Planning office, demonstrating excellent customer service when interacting with landlords, contractors, regional managers and consultants.
Meeting Preparation: Ensure the HOD is fully briefed and has all necessary plans and reports in hand at least 48 hours prior to any Executive or Regional meeting.
Closing Date: 19 May 2026
