Office Administrator -Brackenfell:

Key Responsibilities

• Handle difficult customers tactfully and with respect.
• Updating appointment calendars, schedules and maintaining boardrooms.
• Perform clerical duties such as scanning, photocopying and collating.
• Monitor visitors access.
• Keep and maintain reception area clean and organised.
• Answer switchboard and transfer calls as well as taking detailed messages accurately.
• Coordinate repairs and maintenance of office equipment.
• Typing quotes and emailing to customers on behalf of sales reps.
• General Filing and Archiving.
• Daily & monthly report of 30-day accounts and COD accounts.
• Handling of debtor’s payment on a daily basis.
• Distribution of accurate monthly statements, invoices and credits to clients.
• Handling of customer debtor complaints in a professional manner.
• Handling queries relating to payments made as well as outstanding queries timeously.
• Control of petty cash and complete process.
• Check and verify payments for parts counter.
• Update list of credits.
• Opening COD Accounts as required.
• Create Machine accounts.
• Requesting and obtaining warranty documents and information in a timely manner.
• Matching of all payments.

Experience and Qualifications

• Matric.
• Two-years’ experience in related field.
• Intermediate user on Microsoft Office (Word, Excel, outlook etc).

Skills & Competencies

• Excellent verbal and written communication to interact effectively with clients and colleagues.
• Ability to manage multiple tasks, such as scheduling appointments and handling correspondence.
• Proficiency with office software (e.g., Microsoft Office) and phone systems.
• Ensuring accuracy in reports, statements, invoices, and payment matching.
• Efficiently managing daily and monthly tasks, including handling payments and updating records.
• Clear and professional communication for handling customer complaints and queries.
• Familiarity with accounting software and tools for creating accounts and managing financial data.
• Addressing customer complaints and payment queries promptly and effectively.
• Keeping track of petty cash, credits, and warranty documents systematically.