IT Order Processing & Accounts Administrator – Century City, Cape Town – R10,000 – R15,000 PM

Urgently seeking an Order & Accounts Administrator to be responsible for processing all orders as well as fulfilling certain functions in the accounting department.

Duties:

Receiving and processing orders in accordance as per agreed processes

Place orders via online websites or via a purchase order

Ensuring all purchase orders are placed with correct vendor for every customer order, with 100% accuracy

Meeting and understanding timescales and cut off times for customers in relation to orders and processing.

Entering system orders onto all systems and all other associated tasks (e.g., Licensing, software, updating repeats with required information

Daily follow up on orders for delivery

Continual feedback to customers on status of orders and ETA’s

Ensure there is close co-operation and clear communication between internal and external customers

Support and inform management of any issues impacting customer delivery and satisfaction and suggest and implement solutions and improvements.

Actively explore and find ways to meet the requirements of the customer and in doing so improves and maintain good customer relations.

Answer Orders and Enquires emails in a timely and professional manner.

Handling order amendments in terms of customer communication and updating all systems

Dealing with all emails efficiently, prioritising issues and forwarding enquiries to relevant colleague

Investigating and resolving supplier invoices under query, arranging returns, organising test reports and ensuring refunds or credit notes are received.

Resolving Queries on Existing Orders.

Compiling daily schedules of next day deliveries

First point of contact for telephone customers

Maintain Electronic filing.

Promote continuous improvement as a standard practice

Providing reports regarding orders vs quotes

Hourly check of the Accounts mailbox

Daily On-Hold report.

Update Contracts template.txt for new contracts

Supplier Agreements & upload to the Drive

Update the system and Xero with new supplier details

Check PO totals and supplier invoices match

Create PO’s for all supplier recurring invoices

Ensure the invoices are captured on the correct cost and income accounts

Ensure correct VAT option is selected

Order birthday cakes / cupcakes

Birthday email and WhatsApp to be sent

Birthday leave confirmation to HOD

Pre order anniversary gifts 

Year end gifts

Additional Ad-hoc Duties:

Ad-hoc accountancy tasks

Administration (general administration, filing etc.).

Cape Town office purchases

Source and book accommodation

Source and purchase airline tickets

Education and Skills:

Excellent skills in Microsoft Excel, Word and Outlook

Grade 12 Certificate

Sound knowledge of accounting process

Interpersonal skills: such as telephone skills, communication skills, active listening and customer-care.

Ability to multi-task and adapt to changes quickly.

Must be well organised with the ability to respond promptly and have experience of working to deadlines.

Possess excellent attention to detail, able to work accurately and quickly

Self-motivated with the ability to work in a fast-moving environment.

You must also be able to demonstrate you can work in an organised way, with good literacy, numeracy and ICT skills.

Highly professional

Ability to forge strong, long-lasting relationships with colleagues

Valid driver’s license, own transport, and willingness to travel

Drive and enthusiasm

Excellent time keeping skills

Flexible team player with focus

A proactive approach to tasks and desire to learn new skills       

Minimum Experience

Minimum of 2 years’ experience in an order processing role

Email your CV to

Kindly note: due to the high volume of applications, if you are not contacted withing 2 weeks please consider your application unsuccessful.