Administrative Clerk (Hybrid)

Description:

• Matric Requirements
  
  • Knowledge in ERP system - Dynamics NAV as well in MS Office
  • Ideal candidate must be able to do hybrid functions, therefore the accounting functions.
  • Experience doing accounts & admin functions as well as Reception & Customer Service. Duties
    
    • Accounting functions:
    • Debtor functions
    • Manage and track outstanding balances (e.g., invoices or fees)
    • Contact customers via phone, email, or mail to remind them of overdue payments.
    • Issue follow-up notices or payment reminders as needed.
    • Process refunds if applicable, such as overpayments or returned goods.
    • Ensure that refund transactions are accurately documented in the system.
    • Creditor functions
    • Receive and review invoices from suppliers or vendors for goods or services purchased.
    • Ensure the accuracy of invoices (e.g., correct amounts, billing details, and terms).
    • Verify that the goods/services on the invoice have been received or rendered.
    • Ensure proper approval from the relevant department before processing payment.
    • Communicate with suppliers to resolve any issues related to invoices or payments.
    • Ensure a good relationship is maintained to encourage future business transactions.
    • Reconcile accounts payable regularly to ensure the businesss records match the supplier's statements.
    • Investigate discrepancies and resolve any issues (e.g., duplicate invoices or incorrect amounts).
    • Ensure all invoices and payment records are properly documented and filed for accounting and auditing purposes.
    • Keep track of any adjustments, such as discounts or partial payments.
    • Create all local vendor purchase orders non inventory related.
    • Account setup:
    • Create and manage client or customer accounts (e.g., contact information, billing details). Respond to emails and messages.
    • Update account details (e.g., address changes, phone numbers).
    • Financial documentation:
    • File and maintain financial records, such as receipts and invoices
    • Organize and back up essential accounting documents for easy access.
    • Process credit card transactions or cash payments
    • Admin Functions:
    • Scheduling and Calendar Management:
    • Manage appointments and meetings for staff or clients.
    • Coordinate room bookings and ensure no scheduling conflicts.
    • Remind team members about upcoming meetings or events.
    • Communication Management:
    • Answer and direct only admin related calls.
    • Respond to emails and messages.
    • Handle incoming and outgoing mail/packages.
    • Customer Service and Front Desk:
    • Greet and check-in visitors.
    • Provide information about the business/services.
    • Resolve customer inquiries or direct them to the appropriate department.
    • Document Manageme