Job Description

Job Summary Reception:

• Operating the switchboard and correct directing of incoming calls, and relay of messages; switchboard never to be left unattended.
• Maintain a welcoming and organized front office environment.
• Maintaining visitor/contractor and declaration forms on the security register as required. Always ensure sufficient forms in place. Cross check visitor forms to gate register daily.
• Issue appropriate PPEE forms to visitors and ensure all PPE is returned; report to manager if not returned.
• Maintaining customer complaints logbook as required by Food safety.
• Accepting courier deliveries and ensure parcels are received by the correct person - do not sign on behalf of the receiver unless requested to do so.
• Issue gate passes on receipt of authorisation from the approved signatories
• Coordinate meeting rooms

Flowiz System Management:

• Create Finance and HR Pos on receipt of approval
• GRV Finance Pos on receipt of delivery/service rendered confirmation

HR Administration Support:

• Collect and verify timesheets, leave records, and other payroll data.
• Weekly updating of leave applications, approved overtime, etc. on the time and attendance system
• Maintenance of training registers, filing of training documents

Finance Administrative and Account Receivable Support:

• AR - Wholesale account responsibility
• Take over reconciliation and debt collection responsibility of assigned wholesale accounts.
• AR - credit notes
• Processing and filing of authorised credit notes
• Damage claim register maintenance - SGX uplift documentation; damage claims received; credit note number update once credit note has been processed.
• AR - invoices
• Monthly maintenance of PODs on Datastore for SGX deliveries, electronic filing of PODs
• AR - Other
• Processing of credit applications on Credeq portal

Requirements of the Role:
Qualification:

• Matric
• Diploma/Certificate Business Administration, Office Management, or equivalent

Experience:
3 years' experience in administration or office management * Fluent in spoken and written English

• Payroll knowledge (SAGE system experience would be beneficial)
• Computer literate and very comfortable with Excel and limited formulas

Skills/Competencies Required:

• Meticulous, precise and process driven
• Effective verbal, written and listening communication skills
• Time management skills
• Computer skills
• Willingness to assist
• Curiosity and willingness to learn
• Comfortable to work in compartments, relating to different departments.
• Strong organizational and multitasking abilities

Smith Garb
Recruiter

Skills Required