Office Administrator

We require an administrative staff to assist with invoicing and handling of cash and cheques coming through the business

2.1 Order capturing and invoicing & Customer creation: 

• Capture orders from customers on a daily basis – ensure the order book is always up to date
• Notify salesmen when customers have reached their credit limit and no further sales can be made
• Generate delivery notes from the system for system approved sales (paid for or credit limit not reached)
• Generate VAT Invoice for deliveries made – ensuring pricing and quantity is correct
• Create new customers in the system – ensuring that all relevant information is captured – BRN, VAT, Address, contact number, email address
• Receive credit application forms from salesmen – get this approved by the relevant management and input the approved credit limit amount on the system

2.2 Dispatch Instruction:

• Give delivery instruction to dispatch on what can and cannot be dispatched – this will be done by generating a delivery instruction through the system – this will be generated after the sales order has been done
• Ensure that no delivery is made without the delivery instruction

2.3 Customer follow up:

• Contact customers the day before orders are to be delivered – confirm the order and confirm that the customer will be available for collection of material
• Contact customers the day after a delivery has been made to confirm that they received the order an

2.4 Record keeping

• File all invoices and signed delivery notes in a file
• Keep a record of all dispatched goods on an offline system

2.5 Indoor sales:

• Assist any walk-in customers that have come in to enquire about our product and pricing
• If the customer would like to purchase product with cash – a customer must be created, a sales order generated, and the cash must be given to the cashier – then an invoice and a delivery instruction can be done and instruction given to despatch to despatch the goods.

2.6 Petty Cash:

• Keep the companies petty cash stored safely
• Issue petty cash to employees if their has been instruction to do so by management
• Ensure record keeping of all money going in and out of the petty cash tin is kept up to date
• Ensure all receipts are brought back after petty cash is given out
• At month end scan and copy all receipts for the month and compile a reconciliation for all money gone into petty cash, all money gone out, and what the money was spent on
• File all petty cash receipts at month end

2.7 Payments to suppliers:

• Prepare payments to be made to suppliers – use of a creditors recon
• Present payments to the relevant manager to upload and complete the payment
• Ensure banking details is correct and the amounts to be paid is correct
• Allocate payments to suppliers on the system to ensure the creditors ageing is up to date