Our client in the Manufacturing Industry based in Johannesburg (Germiston) is currently looking to employ an Office \/ Workshop Administrator.<\/p>\n
An awesome career opportunity awaits!<\/p>\n
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Job Title: Office \/ Workshop Administrator<\/strong> Job Summary:<\/strong> Responsibilities:<\/strong> General Administration;<\/strong> Financial Administration: Purchases\/ Creditors<\/strong> Financial Administration:<\/strong> Debtors<\/strong> Please note should you not receive a response within two weeks of applying please consider your application unsuccessful.<\/p>\n
\nLocation:<\/strong> tJHB – Eastern Suburbs
\nReference:<\/strong> PE001063-MT-1<\/p>\n
\nDuties & Responsibilities:<\/strong>
\nRequirements:<\/strong>
\nGrade 12
\nDiploma or Degree in Business Administration (or a related field).
\nAt least 2-3 years or more relevant experience in dealing with debtors and creditors.
\nExperience with Purchasing processes and principles.
\nFamiliarity with office equipment, such as printers, fax machines, copy machines, and phone systems.
\nExperience with Microsoft Office \u2013 Outlook, PowerPoint, Word, Excel (essential).
\nExperience in handling and controlling stock (Advantageous).
\nKnowledge of administrative and clerical procedures and systems.
\nKnowledge of office management systems and procedures.
\nKnowledge of Pastel 18, Sage Accounting, QuickBooks, or other applications.
\nKnowledge of Basic Accounting principles (advantageous).<\/p>\n
\nClient Liaison
\nHandling inquiries and incoming work requests.
\nAnswering and responding to emails and phone calls and forwarding communications to appropriate parties as necessary.
\nAssisting clients face-to-face, and any other form of telecommunication (i.e., telephone, email etc.).
\nAttending to all internal or external queries.
\nSending out company-wide emails.
\nSetting up meetings, as necessary.<\/p>\n
\nHandle all administrative filing.
\nHandle and organize office filing systems effectively.
\nGeneral office management – maintain stationery, office equipment and inventories.
\nSending emails.
\nTyping up correspondences, if necessary.
\nProving backup and administrative support for Mark Howard and Thomas Howard, and drafting of tenders\/proposals\/quotations, where necessary.
\nKeeping stock of tea, coffee, milk, and sugar.
\nAssisting the Contracts Managers with setting up and printing Health and Safety files.
\nManaging Petty cash, if necessary.
\nPurchasing
\nRegularly check and maintain record of necessary office supplies.
\nCommunicate regularly with staff to help procure needed items.
\nProvide administrative and clerical support with regards to all the purchasing.
\nTypes reports, purchase orders, memoranda, and other documents.
\nResearch vendors and collects prices, specifications, and other data related to goods and services.
\nEstablish and maintains recordkeeping system for purchasing.
\nKeep up-to-date records of POD\u2019s.
\nPerforms other duties as assigned.
\nManging and Controlling Stock.<\/p>\n
\nPerforming accurate data entry and filing tasks for accounts payable, purchase orders, equipment inventory.
\nPrepare, manage, control, and verify accounts payable records.
\nEnsuring accurate processing of purchase orders, supplier invoices, and cash book processing.
\nReview supplier invoices already captured on Sage Accounting for completeness and accuracy.
\nEnsuring all supplier invoices are VAT compliant.
\nReconciling supplier accounts – Agree monthly statement balances received from suppliers to the balance on Accounting Sage \u2013 thereby identifying discrepancies on accounts.
\nInvestigate any queries (invoicing or other) and resolve discrepancies.
\nManagement of creditors accounts, which will include drafting of reports on of all monies that are due.
\nCollection, filing, and forwarding of all accounts, statements and invoices to the relevant persons.
\nConduct periodic reconciliations of all accounts to ensure their accurate.
\nContacting of Finance Manager to make payments for any outstanding accounts.
\nCommunicating with Creditors when accounts are outstanding to provide feedback and maintain the relationships.<\/p>\n
\nPerforming accurate data entry for all client accounts (accounts receivables and cash sales) \u2013 quotes, invoicing, credit notes.
\nEnsuring timeous and accurate invoicing for services rendered.
\nEnsuring client invoicing requirements are met (invoice numbers, VAT compliance, Order numbers etc.).
\nPrepare, manage, control, verify and reconcile accounts receivables records.
\nAttend to account\/customer queries in a timely manner.
\nUnderstanding financial accuracy and the responsibility involved, including being accountable to Mark Howard, and the accounts in this regard.
\nEmailing customer statements, invoices, PODs monthly or as requested.
\nConduct periodic reconciliations of all accounts to ensure their accurate.
\nInvestigate and resolve any discrepancies.
\nCollection, filing, and forwarding of all accounts, statements \/ invoices to the relevant persons.
\nReviewing of customers\u2019 accounts to identify overdue accounts and following up for payments.
\nEnsuring timeous collections from clients with payment terms – Following up on calls and emails if payment has not been received within the credit terms.
\nAdminister debt collection – facilitate payment of invoices due by sending reminders and contacting customers to follow up on outstanding accounts.
\nTimeously flag overdue accounts to relevant staff and management and put these accounts on hold.
\nEscalation of defaulting debtors to Finance Manager.
\nDrafting of letters, emails, and other communication.
\nManage debtor account credit limits within company policy guidelines.
\nFacilitate and assess new account applications in line with company policy guidelines.
\nOpen new accounts after all the necessary validations have been done.
\nAdminister and maintain account details, specifically customer details, discounts, settlement discounts, terms, rebates, etc.
\nProcess credit notes.
\nPerform day to day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivables\u2019 data.
\nDaily, weekly, and monthly reporting to management.
\nVarious Ad hoc duties.<\/p>\n