Retail Licensing Co-ordinator

Responsibilities

• Licensing lifecycle management monitoring
• Maintain a master licensing calendar and register for all sites (by store/site and business unit), including statutory expiry dates, lead-times, fees estimate, conditions, inspection requirements, and escalation triggers.
• Monitor applications, renewals and amendments for relevant licence/permit categories including business/trade licences (municipal), food premises Certificate of Acceptability (CoA) (Regulation R638), and other Local municipal operational licences/permissions required for trading.
• Licensing lifecycle management (all licences: new, renewals, amendments)
• Develop and maintain standardised checklists and submission packs by licence type and municipality/province, ensuring application quality and consistency across the estate.
• Proactively monitor and action renewals within agreed lead-times to avoid lapses, penalties or enforcement action, and to protect uninterrupted trading.
• Stakeholder liaison & document collation

Benefits

Additional Information

It's fun to work in a company where people truly BELIEVE in what they're doing! To manage and co-ordinate the end-to-end licensing and permitting lifecycle for Pick n Pay's retail operations across South Africa, ensuring that all required licences, permits and compliance certificates are obtained, renewed, amended and maintained timeously and in accordance with applicable national, provincial and municipal requirements, so that stores and support operations can trade without interruption. The role also provides group-wide licensing governance support and standards for other retail formats (including Pick n Pay Clothing), working in a matrix with the relevant business compliance officer(s) who retain day-to-day accountability for their portfolios. Qualifications & experience Relevant qualification (e.g., Paralegal Diploma, Legal Administration, Compliance or equivalent). A legal qualification (e.g., LLB) is advantageous but not essential where strong licensing experience is demonstrated. 3-5+ years' experience in a licensing, regulatory administration or legal/compliance support role, ideally in retail, hospitality or FMCG environments with multi-site multi-licence portfolios (municipal and provincial). Demonstrated experience preparing and managing statutory applications, renewals, inspections and regulator queries within defined timeframes (including municipal licensing offices and/or Environmental Health / fire authorities). Strong MS Office capability (Excel, Word, Outlook) and experience maintaining trackers, registers and document repositories; experience with workflow tools and SharePoint/Teams environments is advantageous. Project co-ordination experience (store openings / refurbishments / multi-stakeholder timelines) is advantageous. Skills & competencies Working knowledge of licensing and compliance requirements relevant to grocery retail operations in South Africa (national/provincial/municipal), including business/trade licensing, food premises compliance (CoA/Regulation R638), fire compliance processes and liquor licensing where applicable; ability to translate requirements into practical checklists and workflows. Ability to work across different municipalities and provinces with varying by-laws and processes, and to manage multiple regulators/inspection regimes with consistent internal standards. High attention to detail and quality control in compiling and reviewing statutory applications and supporting packs. Excellent planning, prioritisation and deadline management across a high-volume portfolio (applications, renewals and variations) with competing store timelines. Stakeholder management and clear written/verbal communication, including professional engagement with regulators, consultants, store teams and internal governance stakeholders. Strong administrative and records management discipline; ability to maintain audit-ready files and registers and to produce reliable status reporting. Problem-solving capability to resolve application queries, identify bottlenecks, and drive closure with appropriate escalation. Systems proficiency (MS Office-especially Excel), document management tools and experience working with trackers/databases; comfort working with workflow tools (SharePoint/Teams/other licensing systems) is advantageous.

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