Administrative Support Specialist

5 days ago

Cape Town, Western Cape, South Africa The Legends Agency Full time
Job Title: Administrative Support Specialist

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at The Legends Agency. As an Administrative Support Specialist, you will be responsible for providing administrative support to our team, including managing reception, handling accounts payable and accounts receivable, and providing general administrative assistance.

Key Responsibilities:
  • Manage the reception area, including handling incoming and outgoing mail, couriers, and packages.
  • Process supplier invoices, credit notes, and payments accurately and on time.
  • Reconcile supplier statements and resolve any discrepancies.
  • Prepare and send customer invoices, follow up on overdue accounts, and ensure timely collection of debts.
  • Provide administrative support to other departments as needed, including managing office supplies, organizing company events, and maintaining accurate filing systems.
Requirements:
  • Grade 12 or equivalent.
  • Proven experience in a similar administrative, reception, or accounts role.
  • Experience in managing both creditors and debtors processes.
  • Familiarity with basic bookkeeping or accounting practices.
  • Proficiency in Microsoft Office Suite, particularly Excel.
  • Experience with accounting software, such as Xero, QuickBooks, or MYOB.
  • Excellent telephone etiquette and professional communication skills.
Skills and Competencies:
  • Strong communication skills, with the ability to handle inquiries professionally and communicate effectively with clients, suppliers, and internal teams.
  • Organizational skills, with the ability to prioritize tasks and manage time effectively, particularly when handling various duties concurrently.
  • Attention to detail, with a high level of accuracy in processing invoices, payments, and maintaining financial records.
  • Problem-solving skills, with the ability to resolve discrepancies in financial records and address customer or supplier concerns.
  • Interpersonal skills, with the ability to work well with a variety of people across different departments and interact professionally with external contacts.
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, particularly when managing reception.

Remote Work: No

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