Description

Company based in Benoni is looking to hire an Admin Assisant

Duties & Responsibilities
Answering of switchboard
Processing accounts and incoming payments in compliance with creditors policies and procedures
Processing of payments, must be verified with supporting documents before payments can be processed
Ensure that all changes must be approved by completion of an M.O.C (management of change) document
To accurately capture invoices in the SAP in order to effect payment on time and accurately to creditors
Check quotations against tax invoices to ensure pricing is the same
Ensure invoices are properly authorized in accordance with levels of authority and allocate it to correct Supplier & General Ledger accounts daily
Verify invoices against proof of services provided (proof to be attached to the invoice)
Accurately process invoices in Accounts Payable and post batches daily
Sending remittance advices to suppliers after completion of the payment run
Closing off invoices on SAP once payment is completed
Filing of invoices after payment run
Accurately prepare monthly reconciliations of Creditors Accounts Statements against the A/P Age Analysis.
Ensure all job cards are created and closed off after transaction is complete
Liaise with depots to ensure that only approved suppliers are used balanced (30 days accounts)
Accurately reconcile Creditors Accounts on a Monthly basis to make sure that accounts are correctly balanced (15 days accounts) monitored and to be paid on time
Ensure PO are closed off in SAP timeously
Do not leave open orders on the system for longer than 2 months
Make sure supplier level agreements are all signed before work commences
Site visits to be conducted before any vehicles or equipment is sent for repairs or services
30 days accounts to be open for all major suppliers with a maximum credit limit
Ensure and confirm with depots of vehicles and equipment due for service
Update services on mix telematics tracking system (km for next service and full tax invoice details to be added on system)
Ensure KM are correct on mix telematics
Confirm standing time of vehicles and equipment at service houses and inform Managing Members regarding standing time
Check invoices to determine if its due to employee negligence and get AOD before submitted for payment
All diesel deliveries to be invoiced immediately after delivery has taken place, diesel is COD unless otherwise arranged
Perform the day to day processing and invoicing of all documentation received from all depots
Receive and verify invoices and requisitions for goods and services
Verify that transactions comply with financial policies and procedures
Prepare, verify, and process invoices and coding payment documents
Prepare batches of invoices for data entry
Submit Invoice for payment
Record all payments
Maintain listing of accounts receivable
Managing the Debtors department to full capacity
Compile Sales Report daily
Sort all debtors related queries
Email all statements to customers on the last day of each month
Follow up with customers for all incoming payments
Maintain inventory files Maintain a filing system for all financial documents
Ensure the confidentiality and security of all financial files
Ensure that remittance advice is captured
Re-check that shipments are rated correctly
Ensure that invoicing is done for all Debtors
Invoice ALL Other Companies and send to relevant companies
Ensure no payments exceed 30 Days
All diesel deliveries to be invoiced immediately after delivery has taken place, diesel is COD unless otherwise arranged
Ad-hoc duties when required
Typing of vat for group of companies
General filing
Phone yard to check for any documentations received daily
Follow up with loads and deliveries hourly
Capturing toll slips
Checking and capturing faults received on check sheets and follow up with repairs.
Filing of services once updated on mixtelematics

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