Accounts & Office Assistant

SUMMARY:
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POSITION INFO:

The Accounts & Office Assistant is responsible for providing day-to-day administrative and financial support to the business, ensuring the accurate processing of transactions, maintenance of financial records, and effective management of supplier and customer accounts.

The role includes invoicing, reconciliations, payment processing, and petty cash control, while also supporting front desk operations and client interactions. The incumbent will work closely with the accounting team to ensure compliance with company policies, procedures, and applicable legislation, and to support overall operational efficiency.

Key Responsibilities

• Manage client interactions professionally via telephone, email, and in person.
• Perform general bookkeeping and administrative functions in support of the office, and finance department.
• Capture and maintain accurate financial records, including invoices, payments, receipts, account statements, and supporting documentation (electronic and manual).
• Process bank payments and ensure remittance advice is communicated to suppliers timeously.
• Reconcile supplier and customer accounts regularly, ensuring all accounts are accurate and up to date.
• Match invoices to purchase orders and supporting documentation, and resolve discrepancies.
• Prepare, compile, and file invoices, proof of payments, and related financial records.
• Invoice designated customers and suppliers, and process receipts and related documentation.
• Assist with the preparation for monthly, quarterly, and annual financial audits.
• Manage and reconcile designated petty cash accounts, ensuring proper recordkeeping and control.
• Follow up on outstanding or delinquent accounts and engage with relevant parties to secure payment or escalate where necessary.
• Provide front desk support, including assisting visitors and handling incoming calls in a professional and courteous manner.
• Maintain accurate data within company systems and databases, including financial and administrative records.
• Assist the accounting team as required and ensure adherence to accounting best practices.
• Identify and escalate potential compliance or financial irregularities.
• Ensure compliance with all applicable company policies, procedures, and relevant legislation.
• Work collaboratively with team members to support overall operational efficiency.
• Uphold the professional image and reputation of the company at all times.
• Carry out any other duties reasonably required by the Employer that fall within the scope of this role.

Requirements

• 1–3 years’ experience in an administrative, accounts, or bookkeeping support role.
• Practical experience in processing invoices, payments, and reconciliations.
• Exposure to maintaining supplier and customer accounts, including following up on outstanding balances.
• Experience working with financial records, petty cash, and basic accounting processes.
• Previous experience in a front desk or client-facing administrative role will be advantageous.
• Experience using accounting software (e.g., Sage, Xero, QuickBooks, Omni) and Microsoft Office, particularly Excel.
• Exposure to audit preparation processes and supporting documentation will be advantageous.