Administrative Assistant

We are looking to fill two (2) Administrative vacancies.

• Administrate the daily functions of detailing consumers/clients requirements.
• Prepare monthly customer invoices and issue to customers
• Edit all invoices for accuracy before distribution to customers
• Audit all invoices to ensure that the contracted hours were accounted for
• Prepare credit notes as necessary
• Source financial and operational data from section heads
• Provide timely and accurate data for decision making
• Prepare all manual invoice for the month
• Update customer master files with contact information
• Input and process transactions into electronic accounts receivable and billing systems.
• Receive incoming and make outgoing calls as necessary
• Maintain office inventory
• Maintain the unit’s manual and electronic filing systems
• Prepare memos, letters, transcripts, and reports as required
• Manage incoming and outgoing correspondence
• Update all databases in a timely manner
• Prepare requisitions for stationery and other items as required; Monitor usage in order to minimise wastage
• Perform data entries, runs queries, maintain database and extract reports as required
• Coordinate meetings, ensuring that all required resources are available; take minutes as required
• Ensure the organisation’s HSE standards are adhered too
• Secure, monitor, disburse and reconcile petty cash as required
• Maintain communication with internal and external customers on behalf of the unit.
• Perform general clerical duties such as: photocopying, faxing, emailing etc.
• Assist with related special projects and request as required