Office Administrator
Posted date [2020-Sep-28] (ID: 76264)

Entech Consulting offer our customers a specialised range of products and services that focuses on design, manufacturing and distribution of electrical requirements.

We are looking for a dynamic individual that can be part of our team. We have a vacancy for an Office Administrator available and your accounting and mature office management style will be valuble to the growth of our Company.

KPI’s will include:

  • Financial Management
  • Internal Project Assistance
  • Administrative Support

 

Duties will include:

Financial Management

  • Posting receipt of goods, capturing accurate information from supplier invoices and cash receipts, ensuring correct discounts are reflective
  • Reconcile supplier accounts from supplier statements to ensure accuracy
  • Prepare monthly supplier remittance reports
  • Effective management of returns to suppliers – request returns, obtain documentation and liaise with logistics to return items
  • Maintain and update Returns Register
  • Posting of credits and allocating from supplier credit notes
  • Capture Sales Orders based on orders received from customers ensuring that the ordered amount corresponds to the quoted amount
  • Create stock assemblies from Job Cards
  • Prepare invoices to customers based on goods received
  • Provide invoices and delivery notes or manual delivery notes for customer orders ready for delivery and liaise with logistics to schedule deliveries
  • Maintain and manage Manual Delivery Note Register
  • Reconciling of accounts
  • Maintain an orderly accounting filing system for both suppliers and customers (including signed delivery notes)
  • Maintains historical records by filing documents and archiving accordingly
  • Complete and follow up on Supplier Credit Applications. Maintain supplier credit approval records
  • Establish trusted relationships with suppliers to ensure quality service and cost-effective pricing and discounts
  • Ensure financial controls are adhered to

 

Internal Project Assistance:

  • Create and update costings sheets for Management
  • Prepare estimates as requested for projects
  • Prepare and update project status schedules and reports on projects
  • Placement of Purchase Orders with suppliers for Projects
  • Purchase Order Modifications
  • Follow up on Purchase Order Status & Resolution (ETAs and Pricing)
  • Prepare, update and complete job cards (project files)
  • Prepare accurate information for ordering of outsourced labels, check correctness for final proofing
  • Liaise with customer and management by providing regular project feedback
  • Prepare, update and complete Data Files/Packs (obtain all relevant documentation i.e. technical datasheets, installation and operation manuals, drawings, test reports, etc.)
  • Prepare and update project delivery schedules
  • Prepare packing lists
  • Manage project according to cost, time and quality

 

Administrative Support:

Managing incoming phone calls

  • Supporting managers and colleagues
  • Provide administrative support to management as requested
  • Performs other duties as assigned
  • Use and maintain electronic and manual filing systems with due regard to security and confidentiality
  • Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment

 

Education & Skills

  • Computer literacy - Experience and regular use of Microsoft Office suite, to at least an Intermediate level
  • Grade 12
  • Quickbooks accounting system
  • Business language  - English and business writing

 

Personal Competencies:

  • Able to deal with work of a confidential nature
  • Negotiation skills
  • Highly organized multi-tasker who works well in a fast-paced environment
  • Ability to work with minimum supervision and make decisions independently, effectively and creatively within established company guidelines
  • Goal orientated and ability to strive for excellent customer service
  • Excellent English written and verbal communication skills
  • Knowledge of principles and techniques employed in effective office administration
  • Ability to handle challenging projects
  • Detail orientated, methodical and organised approach to tasks.
  • Ability to work calmly under pressure prioritising competing demands effectively 
  • Initiative, flexibility and ability to handle change 
  • Ability to produce accurate summaries of events and conversations
  • Excellent time management skills; ability to prioritise in order to produce outputs accurately and on time
  • Works as a proactive team player with an ownership approach to work: understands the importance of supporting the company, its members and their customers
  • Willingness to learn and to grow with the company and motivated to take on additional projects and solve problems
  • Self-directed and able to work without supervision
  • Commitment to providing excellent customer service with a drive for continuous improvement
  • Commitment to continuous personal development

 

Should you wish to apply for this position, you can submit your detailed CV to : info(at)entechconsulting.co.za

Applicants will be requested to avail themselves to reference, education and credit checks

Closing Date for applications: 9 October 2020


Job Title Office Administrator
Post Details
Posted By Entech Consulting
Job Function
Start Date ASAP
Salary
Location Wadeville, Germiston
Phone No
Website
Email info(at)entechconsulting.co.za
    
    
Deadline 2020-Oct-16
    
    
    
    
    
    
    
    
Category
Region Location -> Gauteng
Job Type Job Type -> Full-time Jobs
Classification Job Classification -> Engineering -> Electrical

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