OFFICE ADMIN/CREDITORS CLERK (SAP Credit Controller)

• Process orders via email or phone
  Check data accuracy in orders and invoices
  Contact clients to obtain missing information or answer queries
  Liaise with the Logistics department to ensure timely deliveries
  Maintain and update sales and customer records
  Develop monthly sales reports
  Communicate important feedback from customers internally
  Ensure sales targets are met and report any deviations
  Prepare a checklist for any damages when delivering or collecting cars from Clients.

  Maintaining an Organized Travel Schedule.

  Inform The Manager Should There be Vehicle to be Sent For A Service Well In Advance.

Transports various items to and from various locations and vendors, ensuring proper care of items handled during transport.

Deliver and pick up Customer’s goods to

the Company Stores / Factory in a timely manner.

Review drders before and after delivery to ensure that orders are complete.

Provides and/or arranges for appropriate maintenance of department vehicle(s).

Prepares and maintains accurate transportation logs, vehicle fuel consumption logs, and other data as required.

Assists in moving and setting up materials, equipments, and parcels, as appropriate to the requirements of the position.

Delivers PPE (Clothing) as appropriate to the position, following safety, environmental control methods.

Attends meetings as required.

Perform clerical duties such as typing, making copies, and distributing mail as required.

Performs miscellaneous job-related duties as assigned.

Report to: Executive PA & Office Administrator

Attend & re-direct all incoming calls, both Internal & External

Place National & International calls for staff as per request

Ensure at all times that messages are taken correctly and distributed accordingly.....

Receive customers both Internal, External, Suppliers & Global Visitors in a professional manner

Update Telephone List on Monthly Basis

Checking and responding to emails

Issue guests with Wifi Access

Daily Boardroom booking & manage equipment weekly

SRM – Creating POD’s & Processing Invoices for payments

Check emails on Akzonobel eProcurement for any approved POs, open attachment and send created POs to finance in order to GR all invoices in preparation for payment

Follow up payments of invoices so that suppliers get paid timeously

Order Stationary, Beverages & Snacks and submit Quotation to my Superior for Authorization – be it weekly or monthly

Issue Stationary, Beverages and Snacks

Stationary Stock Take

Prepare a Spreadsheet for Stationary Costing and submit to Finance – Monthly

Prepare a Spreadsheet for Incoming & Outgoing Mail for easier tracking if need be

Preparing Waybills for Mail to be sent by Courier

Daily filing of Statements, Invoices and Waybills (Sent & Received)

Keep reception area neat and tidy ALL times

Report to: Manager/MD

Answer telephone, screen and direct calls

Capturing and updating of candidates CV`s (Placement Partner systems)

Ensure at all times that messages are taken correctly and distributed accordingly

Provide information on candidate

Maintain interview appointments electronically

Checking and responding to emails

Ensure that the applicants are received in a positive manner at all times

Assisting applicants in completing application forms

Take photos of each candidate, save under name and send to consultants

Ensure applications forms are accordingly filled in and signed

Ensuring there are always enough application forms ready on hand

Making consultants aware of waiting applicants

Keeping the walk ins list updated

Daily deadlines to be met in terms of submission of Daily /Weekly Stats & Monthly Reports

General:

Daily compliance of internal risk management policies

Ensuring lights etc are switched off before leaving

Keep reception area neat and tidy ALL times

• Handle in & outbound calls with regard to collections, tracking, and queries.
• Assisting  customers with our online system
• Address customer complaints &  queries in respect to service, personnel & quality improvement
• Follow up with enquiries to completion and customer satisfaction
• Loading and unloading a delivery truck through a variety of mechanism (Manifesting) (Freightware & Trentrac Systems)
• Responding to customer’s emails
• Providing Quotes
• Providing PODs
• General administrative duties

• Answering of the switchboard
• Transferring of calls to the relevant extensions
• Taking down messages if necessary and handing them over to the relevant person
• Contacting potential candidates telephonically 
• Distinguishing whether calls are advert or responses or calls from clients
• Being courteous and helpful at all times when answering switchboard
• Administering Pop-Up system

Reception

• Receiving of applicants, assisting applicants in completing application forms
• Ensuring there are always enough application forms ready on hand
• Showing applicants how to use on line system
• Ensuring consultants are made aware of daily appointments of candidates
• Making consultants aware of waiting applicants
• Keeping the walk ins list updated
• Ensuring that the answering machine is on every afternoon at 17.00 hrs and then ensuring that the messages are taken down every morning and given to a consultant so that follow ups can be made
• Ensuring there are always sufficient Time Sheets at the reception

Admin

• Data Capture
• When possible assisting in the typing of C.V.s.
• Typing / Filing for Marketing Consultants, which includes: Placement letters, Thank you letters, letters of regret , etc
• Typing/Filing for the Directors, which includes: Fax lead sheets, confidential letters, etcSending faxes
• Data Base updates 

Security

• Monitoring cameras.
• Be aware of who is coming in
• Identify applicants when they press the buzzer down stairs
• Be aware of walk ins who just come to use the toilet

General

• Ensuring Air conditioners, photo copiers, lights etc are switched off before leaving
• Ensuring that screen monitors are switched off
• Keep reception area neat and tidy ALL times

• View and Print the Vendor
• Reconcile current Vendor Statement (SSR)
• Block invoices not listed on the current vendor statement
• Unblock the invoices that are new on the statement
• Forward the statement and account listings to Supervisor (Pro-forma list)
• Amending invoices/Reference numbers (if necessary)
• Check for due payments
• Preparing for authorization of payment by comparing printout to statement according to invoice reference, Attaching calculated work to printout of payment
• Print final Payment, Tally and Rebate
• Handling queries by phoning or sending emails to suppliers for a statement or Copy Tax Invoice and solving Queries
• Calculate and investigate costs

• Answering of the switchboard
• Transferring of calls to the relevant extensions
• Taking down messages if necessary and handing them over to the relevant person
• Contacting potential candidates telephonically 
• Distinguishing whether calls are advert or responses or calls from clients
• Being courteous and helpful at all times when answering switchboard
• Administering Pop-Up system

Reception

• Receiving of applicants, assisting applicants in completing application forms
• Ensuring there are always enough application forms ready on hand
• Showing applicants how to use on line system
• Ensuring consultants are made aware of daily appointments of candidates
• Making consultants aware of waiting applicants
• Keeping the walk ins list updated
• Ensuring that the answering machine is on every afternoon at 17.00 hrs and then ensuring that the messages are taken down every morning and given to a consultant so that follow ups can be made
• Ensuring there are always sufficient Time Sheets at the reception

Admin

• Data Capture
• When possible assisting in the typing of C.V.s.
• Typing / Filing for Marketing Consultants, which includes: Placement letters, Thank you letters, letters of regret , etc
• Typing/Filing for the Directors, which includes: Fax lead sheets, confidential letters, etcSending faxes
• Data Base updates 

Security

• Monitoring cameras.
• Be aware of who is coming in
• Identify applicants when they press the buzzer down stairs
• Be aware of walk ins who just come to use the toilet

General

• Ensuring Air conditioners, photo copiers, lights etc are switched off before leaving
• Ensuring that screen monitors are switched off
• Keep reception area neat and tidy ALL times

• Report to Manager
• Telephone and reception duties
• Payments and Salaries
• Cashbook & Banking recons
• Order Processing
• Collect cash from clients
• Assist with accounts received and paid
• Photocopying and faxing
• Filing

• Data Capture in Word, Powerpoint, Excel
• Deal with queries from service providers, clients and colleagues
• Arrange dispatch (post, delivery / collection, addressing, waybills, etc) reports
• Assist with payments of vouchers and redistribute amounts
• Verify companys assets inventory
• Sort and grade files and upkeep of filing system
• Answer telephone calls
• Assist with booking functions

• Provide secretarial functions to the Managing Director, communicating with clients, staff, key known consultants and general public in all matters requiring the attention of the Managing Director.
• Co-ordinate the administration of the company Human Resource, its staffing and payroll functions.
• Office management, co-ordination and supervision of the administration and accounting staff.
• Co-ordinate, facilitate and administer conference and training functions;
• Build and maintain a network of existing clients, contractors and potential contractors for future projects.
• Administer incoming and outgoing mail, debtors and creditors.
• Facilitate directors’ and managers’ meetings.
• Make local and International Hotel bookings.

• Maintain fault history of electronic security equipment in Tel One by physical Inspection
• Test and record clearance details
• Follow up on court cases and outcomes of each
• Establish and maintain contact with informers and gather information of any criminal activities at organization
• Assist Security Officer in establishing and maintaining database regarding criminals and their activities
• Provide back up for security Officer during investigations and interrogations
• Recover vital evidence on alibi corroborating evidence in court at disciplinary hearings
• Provide management with File archiving system
• Establish and maintain library of statues governing operations of organization
• Follow up issues related to identified security weaknesses needing attention

• Crime Prevention
• Docket Compilation
• Conduct Investigations
• Conduct Beat Patrol
• Receive Initial reports
• Report Writing
• Type documents
• Forward dockets to crime office
• Issue tickets to traffic offenders
• Traffic Code 1.9
• Apprehend and take accused to court