Office and Finance Assistant

6 months ago

Paarl, South Africa Fall Creek Farm & Nursery, Inc. Full time

Fall Creek is creating a world with better blueberries through its friendly, collaborative team spread across the globe. To help us accomplish this, we are seeking a qualified and experienced **Office and Finance Assistant**. This position will be located in **Paarl, South Africa.**

***:
This position will be responsible for the day-to-day business activities which will include, but will not only be limited to, everyday finance assistant duties and general office administrative tasks.

**ORGANIZATIONAL FIT**:
This position reports to the General Manager and supports all departments within Fall Creek’s South Africa and collaborates with department managers and executive assistants. This position enhances Fall Creek’s core values and corporate culture by presenting a friendly, welcoming, and informative first impression of the Company and in all subsequent interactions.

**JOB SETTING**:
Full time office-based position.

Monday to Friday 08:00 - 17:00 with some flexibility.

**ESSENTIAL DUTIES**:

- Ensures optimal administration and operating of Fall Creek’s South Africa’s office.
- Acts as the face of Fall Creek to internal and external parties for phone calls and reception in a timely and professional manner.
- Responsible for providing general clerical support in the office which includes mail handling (process, sort and route incoming and outgoing mail), managing and preparing Courier shipments, ordering and stocking office supplies and maintaining hospitality inventory.
- Responsible for maintaining various office calendars that include but are not limited to conference rooms, vehicle reservations and maintenance, and travel/event calendar(s).
- Coordinates catering services for on-site meetings and events. Handles set up and clean up in conference rooms.
- Responsible for managing all necessary arrangements pertaining to visitors such as accommodation, shuttle services, lunch arrangements etc.
- Ensures lobby, conference room(s), hoteling space(s) and open workspaces are tidy and maintained.
- Assists in the onboarding of personnel including general office orientation, issuance and tracking of parking passes and education of company culture and norms.
- Communicates facility needs and coordinates maintenance with building management and/or internal resources.
- Supports, perpetuates, and enhances Fall Creek’s core values and corporate culture.
- Assures the highest level of confidentiality.
- Manage and control of the company pool vehicle schedule, fine allocation for company vehicles and vehicle license renewals.
- Responsible for minute keeping of meetings if and when required
- Any other ad-hoc tasks assigned from time to time.

**FINANCE ASSISTANT (OTHER DUTIES MAY BE ASSIGNED)**
- Manage vendor business partner data (names, addresses, statutory information, etc.), validate and get approval for new accounts.
- Maintain audit records of vendor data changes and approvals.
- Monthly processing of supplier invoices in a timely and accurate manner, including entry of invoices into SAP accounting system
- Capture direct debits in SAP accounting system.
- Ensure invoices are correctly allocated in line with Manager’s direction and approval.
- Ensure invoices are VAT compliant and are authorized via DocuSign.
- Print proof of payments and send out timeously to vendors before end of week.
- Manage credit cards and expense claims, by ensuring that all invoices are received, audited and check against Company policy.
- Any other reasonable tasks assigned from the finance team from time to time.

**REQUIRED EDUCATION, KNOWLEDGE, SKILLS AND TRAINING**
- Typically requires a Matric Certificate and preferably a tertiary administrative qualification.
- Strong verbal and written communication skills in English. Another language will be a plus. Ability to effectively present information in writing and verbally to peers and management.
- Requires 4+ years reception, clerical or administrative support experience.
- Excellent phone technique with experience using a multi-line phone systems.
- Strong time management, organizational skills and attention to detail (accuracy) and be a self-starter.
- Solid knowledge and experience working with Microsoft Office Suite.
- Ability to collaborate with team members, develop strong relationships, and maintain a positive attitude. Must be able to exercise good judgment and business acumen.
- Ability to communicate effectively using tact, courtesy, and good judgment while representing the company in a positive manner. Must have a high level of interpersonal skills to handle sensitive and confidential information.
- Ability to prioritize work within established guidelines and follow through on a variety of requests.
- Ability and willingness to perform the essential functions of the position.
- Regular and reliable attendance at the primary place of business.
- Cultural sensitivity and the ability to work well with people from different countries and varying English lang

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