Office Administrator

Description:

Key Responsibilities

Handle difficult customers tactfully and with respect.
Updating appointment calendars, schedules and maintaining boardrooms.
Perform clerical duties such as scanning, photocopying and collating.
Monitor visitors access.
Keep and maintain reception area clean and organised.
Answer switchboard and transfer calls as well as taking detailed messages accurately.
Coordinate repairs and maintenance of office equipment.
Typing quotes and emailing to customers on behalf of sales reps.
General Filing and Archiving.
Daily & monthly report of 30-day accounts and COD accounts.
Handling of debtor’s payment on a daily basis.
Distribution of accurate monthly statements, invoices and credits to clients.
Handling of customer debtor complaints in a professional manner.
Handling queries relating to payments made as well as outstanding queries timeously.
Control of petty cash and complete process.
Check and verify payments for parts counter.
Update list of credits.
Opening COD Accounts as required.
Create Machine accounts.
Requesting and obtaining warranty documents and information in a timely manner.
Matching of all payments.

Requirements:

Experience and Qualifications

Matric.
Two-years’ experience in related field.
Intermediate user on Microsoft Office (Word, Excel, outlook etc).


Skills & Competencies

Excellent verbal and written communication to interact effectively with clients and colleagues.
Ability to manage multiple tasks, such as scheduling appointments and handling correspondence.
Proficiency with office software (e.g., Microsoft Office) and phone systems.
Ensuring accuracy in reports, statements, invoices, and payment matching.
Efficiently managing daily and monthly tasks, including handling payments and updating records.
Clear and professional communication for handling customer complaints and queries.
Familiarity with accounting software and tools for creating accounts and managing financial data.
Addressing customer complaints and payment queries promptly and effectively.
Keeping track of petty cash, credits, and warranty documents systematically.