Receptionist / Debtors Clerk

Introduction

Our client is an established South African manufacturer of high-quality rock-drilling tools and equipment supplied to the mining industry.

Description

About the Opportunity Our client, an established organisation operating within the mining supply and industrial sector, is looking for a friendly, organised and numerically confident Receptionist / Debtors Clerk to join its team in Boksburg. This is a junior, hands-on role combining reception and switchboard duties with debtors administration, quotations, invoicing, sales order processing, inventory booking and delivery documentation. The successful candidate must be comfortable working with figures, dealing with customers and keeping administrative records accurate and up to date. Key Responsibilities

• Reception and Customer Service

• Answer and direct incoming switchboard calls professionally.

• Welcome and assist visitors, customers and suppliers.

• Respond to general customer enquiries or direct them to the appropriate person.

• Provide friendly, respectful and helpful service to people from different backgrounds.

• Take accurate messages and ensure they reach the relevant person.

• Quotations, Sales Orders and Invoicing

• Prepare and issue customer quotations using Pastel.

• Capture and process sales orders accurately.

• Check product descriptions, quantities and pricing before processing documents.

• Generate and send accurate customer invoices.

• Ensure quotations, sales orders and invoices are correctly recorded and filed.

• Assist with general sales and customer administration.

• Debtors Administration

• Maintain accurate customer and debtor records.

• Compare customer records with ledger balances and identify discrepancies.

• Assist with reconciling customer accounts.

• Follow up internally on missing or incorrect information.

• Maintain accurate supporting documentation for customer transactions.

• Assist with general debtors-related administration as required.

• Inventory and Delivery Administration

• Capture and book inventory transactions accurately.

• Assist with the administration of incoming and outgoing inventory.

• Coordinate and monitor customer deliveries.

• Maintain and file proof of delivery documents.

• Follow up on outstanding PODs and delivery documentation.

• Ensure sales orders, invoices and delivery documents correspond.

• Keep delivery and inventory records complete and up to date.

• General Administration

• Maintain orderly electronic and manual filing systems.

• Ensure documents and administrative records are filed promptly.

• Capture information accurately on the relevant systems.

• Assist the team with general office administration when required.

• Maintain confidentiality when working with customer and financial information.

Minimum Requirements

• Grade 12/Matric.

• Approximately 1–3 years’ experience in a receptionist, debtors, invoicing, sales administration or similar junior administrative role.

• Experience answering and managing a business switchboard.

• Experience preparing quotations and invoices.

• Basic experience working with debtors or customer accounts.

• Experience using Pastel or a similar accounting system.

• Comfortable working with figures, prices and customer account information.

• Basic to intermediate Microsoft Excel skills.

• Good written and verbal communication skills.

• Able to work permanently from the company’s offices in Boksburg.

Advantageous Requirements

• Previous experience using SAP, Coupa or another ERP system .

• Experience processing sales orders.

• Experience with inventory booking or stock administration.

• Experience managing delivery documentation and PODs.

• Previous experience in a mining supply, manufacturing, engineering, industrial or distribution environment.

• Previous exposure to customer account reconciliations.

Skills and Competencies The successful candidate should be:

• Friendly, welcoming and helpful.

• Professional when dealing with customers, suppliers and colleagues.

• Confident and polite when answering telephone calls.

• Accurate and comfortable when working with numbers and pricing.

• Well organised and able to manage different administrative tasks.

• Detail-oriented when capturing information and preparing documents.

• Respectful and able to communicate with people from different backgrounds.

• Dependable and willing to take responsibility for completing tasks.

• Able to prioritise work and meet deadlines.

• Willing to assist wherever needed in a small, practical working environment.

Profile

The ideal candidate is a friendly, professional and well-organised junior administrator with 1–3 years’ experience in reception, debtors or sales administration. They should be comfortable managing a switchboard, preparing quotations and invoices, processing sales orders, maintaining customer records and working accurately with figures. Experience using Pastel or similar accounting software is important, while exposure to inventory, deliveries, PODs and account reconciliations would be beneficial. They must be detail-oriented, respectful and comfortable working in a busy, hands-on office environment.

We offer

Permanent, office-based position in Boksburg offering a CTC package of R10,000 per month .