Office / Workshop Administrator

Our client in the Manufacturing Industry based in Johannesburg (Germiston) is currently looking to employ an Office / Workshop Administrator.

An awesome career opportunity awaits!

Requirements

Grade 12
Diploma or Degree in Business Administration (or a related field).
At least 2-3 years or more relevant experience in dealing with debtors and creditors.
Experience with Purchasing processes and principles.
Familiarity with office equipment, such as printers, fax machines, copy machines, and phone systems.
Experience with Microsoft Office Outlook, PowerPoint, Word, Excel (essential).
Experience in handling and controlling stock (Advantageous).
Knowledge of administrative and clerical procedures and systems.
Knowledge of office management systems and procedures.
Knowledge of Pastel 18, Sage Accounting, QuickBooks, or other applications.
Knowledge of Basic Accounting principles (advantageous).

Responsibilities

Client Liaison

Handling inquiries and incoming work requests.
Answering and responding to emails and phone calls and forwarding communications to appropriate parties as necessary.
Assisting clients face-to-face, and any other form of telecommunication (i.e., telephone, email etc.).
Attending to all internal or external queries.
Sending out company-wide emails.
Setting up meetings, as necessary.

General Administration

Handle all administrative filing.
Handle and organize office filing systems effectively.
General office management - maintain stationery, office equipment and inventories.
Sending emails.
Typing up correspondences, if necessary.
Proving backup and administrative support for Mark Howard and Thomas Howard, and drafting of tenders/proposals/quotations, where necessary.
Keeping stock of tea, coffee, milk, and sugar.
Assisting the Contracts Managers with setting up and printing Health and Safety files.
Managing Petty cash, if necessary.

Purchasing

Regularly check and maintain record of necessary office supplies.
Communicate regularly with staff to help procure needed items.
Provide administrative and clerical support with regards to all the purchasing.
Types reports, purchase orders, memoranda, and other documents.
Research vendors and collects prices, specifications, and other data related to goods and services.
Establish and maintains recordkeeping system for purchasing.
Keep up-to-date records of POD's.
Performs other duties as assigned.
Manging and Controlling Stock.

Financial Administration: Purchases/ Creditors

Performing accurate data entry and filing tasks for accounts payable, purchase orders, equipment inventory.
Prepare, manage, control, and verify accounts payable records.
Ensuring accurate processing of purchase orders, supplier invoices, and cash book processing.
Review supplier invoices already captured on Sage Accounting for completeness and accuracy.
Ensuring all supplier invoices are VAT compliant.
Reconciling supplier accounts - Agree monthly statement balances received from suppliers to the balance on Accounting Sage thereby identifying discrepancies on accounts.
Investigate any queries (invoicing or other) and resolve discrepancies.
Management of creditors accounts, which will include drafting of reports on of all monies that are due.
Collection, filing, and forwarding of all accounts, statements and invoices to the relevant persons.
Conduct periodic reconciliations of all accounts to ensure their accurate.
Contacting of Finance Manager to make payments for any outstanding accounts.
Communicating with Creditors when accounts are outstanding to provide feedback and maintain the relationships.

Financial Administration: Debtors

Performing accurate data entry for all client accounts (accounts receivables and cash sales) quotes, invoicing, credit notes.
Ensuring timeous and accurate invoicing for services rendered.
Ensuring client invoicing requirements are met (invoice numbers, VAT compliance, Order numbers etc.).
Prepare, manage, control, verify and reconcile accounts receivables records.
Attend to account/customer queries in a timely manner.
Understanding financial accuracy and the responsibility involved, including being accountable to Mark Howard, and the accounts in this regard.
Emailing customer statements, invoices, PODs monthly or as requested.
Conduct periodic reconciliations of all accounts to ensure their accurate.
Investigate and resolve any discrepancies.
Collection, filing, and forwarding of all accounts, statements / invoices to the relevant persons.
Reviewing of customers' accounts to identify overdue accounts and following up for payments.
Ensuring timeous collections from clients with payment terms - Following up on calls and emails if payment has not been received within the credit terms.
Administer debt collection - facilitate payment of invoices due by sending reminders and contacting customers to follow up on outstanding accounts.
Timeously flag overdue accounts to relevant staff and management and put these accounts on hold.
Escalation of defaulting debtors to Finance Manager.
Drafting of letters, emails, and other communication.
Manage debtor account credit limits within company policy guidelines.
Facilitate and assess new account applications in line with company policy guidelines.
Open new accounts after all the necessary validations have been done.
Administer and maintain account details, specifically customer details, discounts, settlement discounts, terms, rebates, etc.
Process credit notes.
Perform day to day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivables' data.
Daily, weekly, and monthly reporting to management.
Various Ad hoc duties.