Office Administration / Receptionist

Minimum skills and experience required

• Technical: Proficiency in MS Office (Word, Excel, outlook), Pastel partner and general office equipment (Printers , scanner)
• Soft Skills: Excellent organization, time management, attention to detail, verbal, and written communication skills. Computer skills. Specific duties may vary, but centre on supporting daily admin functions.
• Qualification: National senior certificate

Duties and Responsibilities

• Visitor Management: Welcome Visitors, determine the nature of their visit, and assist them accordingly. • Phone; Answering calls, take messages and respond to queries via phone or email. • Administrative support: Perform clerical tasks, including filing, emails, photocopying. • Front desk Maintenance: Maintain a clean, professional, and safe reception area. Order office supplies and maintaining general office systems. • Interpersonal and communication skills: A warm, friendly demeanour with clear and polite verbal and written communication skills • Organizing and Multitasking: Ability to manage multiple tasks, prioritize request, and track various office documentation simultaneously. • Communicate and assist Customers daily. • Record keeping/capturing: Clock cards of factory workers- clock card system. (Submitting fortnightly hours, leave forms, sick leave, compassionate leave, bonusses etc to Head office) Basic HR tasks. (Full HR function done in JHB)

• Record keeping: Invoices, signed delivery notes, Credit notes and sales orders from Customers.
• Record keeping: Supplier Invoices, GRVs, signed delivery notes, goods return notes, Statements. (Must reconcile statements to Invoices). Head office does all the payments.
• Bank: Petty cash (slips and payments to be reconciled and emailed to Head office at Month end)
• Receiving and capturing Customer orders and arrange loading.
• Pastel: Capturing of Customer Invoices and Credit notes.
• Pastel: Capturing Supplier Invoices and GRVs
• Stock takes monthly and stock journals. (Must have knowledge of Pastel partner)
• Customer queries: Follow up on payments. (Liaise with Head office)
• Adhering to Policies and Procedures
• Abiding to Statutory requirements
• Liaising with Head office, Branch Manager, Sales Representative, Factory workers, and drivers.
• Reports to Branch Manager.

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