Admin Support: Debtors & Creditors

SUMMARY:
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POSITION INFO:

Responsible for a wide range of office support functions, including managing reception, handling both creditors and debtors processes, and providing general administrative assistance.

Minimum requirements:

• Grade 12
• Proven experience in a similar administrative, reception, or accounts role.
• Experience in managing both creditors (accounts payable) and debtors (accounts receivable) processes.
• Familiarity with basic bookkeeping or accounting practices.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with accounting software (Xero, QuickBooks, MYOB, or similar).
• Excellent telephone etiquette and professional communication skills.

 Reception Duties:

• Act as the first point of contact for all visitors and phone inquiries.
• Handle incoming and outgoing mail, couriers, and packages.
• Maintain a tidy and welcoming reception area.
• Manage and direct phone calls, emails, and other communication to the appropriate departments.
• Manage the company’s calendar and schedule appointments as necessary.

Creditors (Accounts Payable):

• Process supplier invoices, credit notes, and payments accurately and on time.
• Reconcile supplier statements and resolve any discrepancies.
• Maintain creditor records and ensure up-to-date accounts.
• Assist in preparing payment runs and ensuring prompt payments to suppliers.
• Communicate with suppliers to resolve any issues related to invoices or payments.
• Maintain and update the creditors’ database.

Debtors (Accounts Receivable):

• Prepare and send customer invoices.
• Follow up on overdue accounts and ensure timely collection of debts.
• Reconcile customer accounts and resolve any discrepancies.
• Issue receipts for payments received and update the debtor ledger.
• Prepare and send out monthly statements to clients.
• Liaise with clients to handle any invoicing or payment issues.
• Assist in maintaining staff records, including leave and attendance tracking.

 General Administrative Support:

• Provide administrative support to other departments as needed.
• Manage office supplies inventory and place orders when necessary.
• Assist in the organization of company events, meetings, and training sessions.
• Maintain accurate filing systems (both electronic and paper-based) for accounting and administrative documents.
• Assist in maintaining staff records, including leave and attendance tracking.

Skills and Competencies:

• Strong Communication Skills: Ability to handle inquiries professionally and communicate effectively with clients, suppliers, and internal teams.
• Organizational Skills: Ability to prioritize tasks and manage time effectively, particularly when handling various duties concurrently.
• Attention to Detail: High level of accuracy in processing invoices, payments, and maintaining financial records.
• Problem-Solving Skills: Ability to resolve discrepancies in financial records and address customer or supplier concerns.
• Tech-Savvy: Proficiency in using office software, including MS Office (Excel, Word, Outlook) and accounting software
• Interpersonal Skills: Ability to work well with a variety of people across different departments and interact professionally with external contacts.
• Multitasking: Comfortable with switching between different responsibilities and managing multiple deadlines.

Personal Attributes:

• Reliable and trustworthy, with a strong sense of responsibility.
• Able to work independently as well as part of a team.
• Proactive and willing to take initiative.
• Adaptable to different tasks and challenges.
• Friendly and approachable demeanor, especially when managing reception