Responsible for a wide range of office support functions, including managing reception, handling both creditors and debtors processes, and providing general administrative assistance.
Minimum requirements:
Grade 12Proven experience in a similar administrative, reception, or accounts role.Experience in managing both creditors (accounts payable) and debtors (accounts receivable) processes.Familiarity with basic bookkeeping or accounting practices.Proficiency in Microsoft Office Suite, particularly Excel.Experience with accounting software (Xero, QuickBooks, MYOB, or similar).Excellent telephone etiquette and professional communication skills.
Reception Duties:
Act as the first point of contact for all visitors and phone inquiries.Handle incoming and outgoing mail, couriers, and packages.Maintain a tidy and welcoming reception area.Manage and direct phone calls, emails, and other communication to the appropriate departments.Manage the companys calendar and schedule appointments as necessary.
Creditors (Accounts Payable):
Process supplier invoices, credit notes, and payments accurately and on time.Reconcile supplier statements and resolve any discrepancies.Maintain creditor records and ensure up-to-date accounts.Assist in preparing payment runs and ensuring prompt payments to suppliers.Communicate with suppliers to resolve any issues related to invoices or payments.Maintain and update the creditors database.
Debtors (Accounts Receivable):
Prepare and send customer invoices.Follow up on overdue accounts and ensure timely collection of debts.Reconcile customer accounts and resolve any discrepancies.Issue receipts for payments received and update the debtor ledger.Prepare and send out monthly statements to clients.Liaise with clients to handle any invoicing or payment issues.Assist in maintaining staff records, including leave and attendance tracking.
General Administrative Support:
Provide administrative support to other departments as needed.Manage office supplies inventory and place orders when necessary.Assist in the organization of company events, meetings, and training sessions.Maintain accurate filing systems (both electronic and paper-based) for accounting and administrative documents.Assist in maintaining staff records, including leave and attendance tracking.
Skills and Competencies:
Strong Communication Skills: Ability to handle inquiries professionally and communicate effectively with clients, suppliers, and internal teams.Organizational Skills: Ability to prioritize tasks and manage time effectively, particularly when handling various duties concurrently.Attention to Detail: High level of accuracy in processing invoices, payments, and maintaining financial records.Problem-Solving Skills: Ability to resolve discrepancies in financial records and address customer or supplier concerns.Tech-Savvy: Proficiency in using office software, including MS Office (Excel, Word, Outlook) and accounting software Interpersonal Skills: Ability to work well with a variety of people across different departments and interact professionally with external contacts.Multitasking: Comfortable with switching between different responsibilities and managing multiple deadlines.
Personal Attributes:
Reliable and trustworthy, with a strong sense of responsibility.Able to work independently as well as part of a team.Proactive and willing to take initiative.Adaptable to different tasks and challenges.Friendly and approachable demeanor, especially when managing reception
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