Office Administrator

Seeking a detail-oriented professional to manage purchasing, cashier tasks, debtors, import/export logistics, supplier payments, and petty cash. Key duties include record-keeping, reconciliations, supplier relations, and ensuring smooth financial and operational processes with manager coordination.

2.1 Purchasing
•	Generate a purchase order for any item that the company is planning on purchasing
•	If the purchase order is larger than MUR 20 000, it must be approved by the relevant manager
•	Send purchase order to the relevant supplier for confirmation
•	Once material has been delivered to site, a Good received not must be done on the ERP system against the manual GRN and the delivery note of the supplier  
•	Scan and file all relevant supplier invoices in a neat manner in which it is easy to search for invoice
•	Capture supplier invoice onto the system – match the invoice against the GRN made

2.2 Cashier
•	Receive all cash and cheques from customers/salesmen 
•	Record all cheques received from customers/salesmen on a spreadsheet, ensure all information is recorded
•	Prepare all cheques and cash to be deposited on a daily basis, ensure that record is kept on what cheques and cash is being deposited – cheque number, amount, customer code
•	Keep record of all cheques and cash that have not yet been deposited
•	Send the daily cheques and cash receipted information to the relevant managers
•	Follow up with customers in respect of when certain cheques can be banked
•	Follow up with customers if cheques have bounced and what is the way to move forward with them  

2.3 Debtors:
•	Ensure debtors ageing is always up to date and sent out to the relevant salesman on a weekly basis
•	Ensure payments made by customers is timeously allocated to the relevant customer on the system




2.4 Import/export documents preparation and follow up:
•	Send relevant documentation to clearance agency for any material being imported
•	Inform and follow up with transporters for the pick up of containers from port as well as when containers can be picked up from site to be taken back to port
•	Organise for any containers to be brought to site for any export reasons
2.5 Procurement:
•	Find and develop relationship with relevant suppliers for any requirements the business may need
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