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 12
- Proven 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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