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Finance/Office Administrator

5 months ago

Port Elizabeth, South Africa Staff Unlimited Recruitment Full time

Duties and Responsibilities

  • Daily Banking- making sure that all the cash-ups from the previous day balances. Check that all comp slips and other room charges are signed and posted correctly.
  • Creditors
  • Filing of all account documentations
  • Assisting GM with the processing of invoices on QB
  • Making sure that all invoices are attached to payment summary before payment is made.
  • Update the bank Analysis sheet from the Bank statement done daily.
  • Making sure that all Bank Transfer payments are posted before month end.
  • Submitting all waiter tips to GM
  • Submit sick days to GM
  • Handling Petty cash
  • Submitting Petty Cash Month end summary to GM
  • Submitting month end report to GM
  • Inform GM about all payments not posted on Opera by month end.
  • Check that all credit card transactions and cash deposits reflect on our bank statement.
  • Submitting Porterage tips to GM
  • Handling all account related queries.
  • Sending statements on a monthly basis and report variances to department heads
  • Reconcile all City Ledger accounts.
  • Filing of all creditors documentations.
  • Order Stationery
  • Count Stationery Stock
  • Assist reservations department when Reservations Manager need it.
  • Assist with conferencing where needed.
  • Assist with HK orders
  • Assist GM with any Accounts related task (if needed) - example. Clearing paid invoices on QB
  • Part of the Employment Equity Committee( Main task – responsible for training in the workplace) get quotes when training is needed and discuss with GM
  • Responsible for reporting any faults on credit card machines or systems not working properly.
  • Ordering of First Aid stock. Making sure that our First Aid boxes are full with all the necessary equipment needed in case we have an emergency at hotel.
  • Health and Safety Rep – I will assist where needed.
  • Assist GM and Operations Manager with the leave schedule.
  • Complete Vecto application forms and submit to General Manager
  • Assist with some of Operations Manager tasks when needed. ( updating the register book and reporting, checking and printing of staff rosters making changes where needed)
  • Assist with the administration of stock control where needed.
  • Closing of Comp Account and all other requisitions for month end.
  • Compiling all Purchase Orders for stock purchases.
  • Receiving stock with designated managers when delivered.
  • Process all invoices on quick books.

Attributes:

  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Integrity — Job requires being honest and ethical.
  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations
  • Listening - Ability to give full attention to what other people are saying, to be aware of others' reactions and understand why they react as they do,
  • Time management - manage one's own time. To be able to prioritise tasks and ensure all areas of the job get your attention

Qualifications and requirements

  • Matric or equivalent
  • Tertiary qualification – preferably with accounting or in hospitality management
  • At least 2 years’ experience in Management role.