Administrative Clerk (Hybrid)

SUMMARY:
Administrative Clerk

POSITION INFO:
Qualifications 

• Matric 

• 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. 

• 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 business’s 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 Management:
• Organize, file, and store office documents (physical and digital).
• Prepare and proofread documents (letters, reports, etc.).
• Supply Management:
• Track office supplies and place orders when necessary.
• Monitor inventory and ensure sufficient supplies are on hand.
• Employee Support:
• Maintain employee attendance and timesheets.
• Assist with employee scheduling or shift management
• Manage employee leave applications and roster.
• Data Entry and Record-Keeping:
• Input customer or client data into company systems.
• Ensure that all records are kept up-to-date and accurate.
• Facility Management:
• Oversee the general cleanliness and organization of the reception area.
• Report maintenance issues and coordinate repairs (e.g., broken equipment, issues with the office environment).
• Basic HR Functions:
• Assist in onboarding new employees (e.g., preparing paperwork).
• Maintain employee records (contact details, leave records