Office & Finance Administrator

SUMMARY:
Reporting to the Financial Manager, the Office & Finance Administrator ensures proper flow of office procedures and supports the office staff by carrying out common office duties. Maintains a positive and friendly company image by acting as the first in line contact to visitors, customers, and vendors in person, online, and via telephone.

POSITION INFO:
Key Responsibilities:

Reception, Boardroom & Executives:

• Manage phone calls and correspondence (be well spoken, understanding and friendly with clients over phone).
• Welcome visitors and manage reception area (incl. arranging beverages and ensure the reception area is always kept tidy and clean).
• Boardroom (Boardroom diary and ensure the boardroom is available, clean and presentable for bookings).
• Availability for executive team when needed (Assist Executives on an ad-hoc basis with administrative tasks).

• Ensure proper control is kept over office supplies (Recording outgoing stationary when supplied and keeping stationary in a locked location).
• Ensure sufficient groceries and office supplies in office.
• Ensure proper control of groceries in office.
• Manage courier services on a cost-efficient basis.
• Maintaining budgeted actual spend within the budgeted values.

• Arranging office meetings in advance based on budgeted value.
• Arranging catering for office meetings/events based on budgeted value.

• Thoroughly maintain (sort & file/scan) invoices/POD’s/Reconciliations for Creditors.
• Timeously gathering Invoices & Statements for Reconciliations.
• Accurate completion of BEE schedules on Procurement.
• Maintaining Capex documents accurately & thoroughly (Collection/Copying of invoices and save it to the Server).
• Add/update & maintaining labels to current and new Capex items.
• Completing Credit Applications accurately & timeously.
• Timeously requesting of documentation from Suppliers when needed.

• Managing & control of petty cash (Prepare daily & Monthly reconciliation).
• Control & Maintain all PODS & Credit Notes filing.
• Support Debtors Team with proper document control.
• Daily scanning of PODS.

• Proficient in Microsoft Office software and phone system
• Well-spoken in both English & Afrikaans with strong written/verbal communication skills
• Minimum 1 – 3 years relevant experience in similar role
• Time Management
• Good email etiquette
• Own Car
• Valid drivers license

• Communicates effectively
• Organise and detail oriented
• Neatly presented
• Basic knowledge of the business
• Discretion and respect for confidential information
• Enthusiastic and energetic with a self-driven work ethic

• Grade 12

• 1-3 years relevant experience in similar role