Admin Support: Debtors

3 months ago

Cape Town, South Africa The Legends Agency Full time

Responsible for a wide range of office support functions, including managing reception, handling both creditors and debtors processes, and providing general administrative assistance.

Minimum requirements:

  • Grade 12
  • Proven experience in a similar administrative, reception, or accounts role.
  • Experience in managing both creditors (accounts payable) and debtors (accounts receivable) processes.
  • Familiarity with basic bookkeeping or accounting practices.
  • Proficiency in Microsoft Office Suite, particularly Excel.
  • Experience with accounting software (Xero, QuickBooks, MYOB, or similar).
  • Excellent telephone etiquette and professional communication skills.

Reception Duties:

  • Act as the first point of contact for all visitors and phone inquiries.
  • Handle incoming and outgoing mail, couriers, and packages.
  • Maintain a tidy and welcoming reception area.
  • Manage and direct phone calls, emails, and other communication to the appropriate departments.
  • Manage the companys calendar and schedule appointments as necessary.

Creditors (Accounts Payable):

  • Process supplier invoices, credit notes, and payments accurately and on time.
  • Reconcile supplier statements and resolve any discrepancies.
  • Maintain creditor records and ensure up-to-date accounts.
  • Assist in preparing payment runs and ensuring prompt payments to suppliers.
  • Communicate with suppliers to resolve any issues related to invoices or payments.
  • Maintain and update the creditors database.

Debtors (Accounts Receivable):

  • Prepare and send customer invoices.
  • Follow up on overdue accounts and ensure timely collection of debts.
  • Reconcile customer accounts and resolve any discrepancies.
  • Issue receipts for payments received and update the debtor ledger.
  • Prepare and send out monthly statements to clients.
  • Liaise with clients to handle any invoicing or payment issues.
  • Assist in maintaining staff records, including leave and attendance tracking.

General Administrative Support:

  • Provide administrative support to other departments as needed.
  • Manage office supplies inventory and place orders when necessary.
  • Assist in the organization of company events, meetings, and training sessions.
  • Maintain accurate filing systems (both electronic and paper-based) for accounting and administrative documents.
  • Assist in maintaining staff records, including leave and attendance tracking.

Skills and Competencies:

  • Strong Communication Skills: Ability to handle inquiries professionally and communicate effectively with clients, suppliers, and internal teams.
  • Organizational Skills: Ability to prioritize tasks and manage time effectively, particularly when handling various duties concurrently.
  • Attention to Detail: High level of accuracy in processing invoices, payments, and maintaining financial records.
  • Problem-Solving Skills: Ability to resolve discrepancies in financial records and address customer or supplier concerns.
  • Tech-Savvy: Proficiency in using office software, including MS Office (Excel, Word, Outlook) and accounting software
  • Interpersonal Skills: Ability to work well with a variety of people across different departments and interact professionally with external contacts.
  • Multitasking: Comfortable with switching between different responsibilities and managing multiple deadlines.

Personal Attributes:

  • Reliable and trustworthy, with a strong sense of responsibility.
  • Able to work independently as well as part of a team.
  • Proactive and willing to take initiative.
  • Adaptable to different tasks and challenges.
  • Friendly and approachable demeanor, especially when managing reception

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