Office Manager Montague Gardens

Reference : CPT-Meg-1

Do you have a good track record of bookkeeping and debtors experience, analytical and accurate qualities, and highly proficient in Excel (v-lookups / H-lookups / formulas)?

Our client in Montague Gardens requires a bright, positive, willing to learn candidate who can accept responsibility, a people person who enjoys being in charge of an office where they are the 'go to' person in getting everything sorted.

Experience with Xero is an advantage. Immediately available is highly advantageous.

Requirements

1. Grade 12, Basic accounting Diploma advantageous
2. Proficient in Excel (v-lookups / H-lookups / formulas), Word, Outlook
3. Experience with Xero is an advantage
4. Bilingual (English – speak / Afrikaans – understand)
5. Presentable with outgoing, well-spoken, confident & friendly communication skills
6. Excellent financial acumen with accounts
7. Own transport essential
8. Ability to take on responsibilities, use initiative and work well in a team & independently

Duties

1. Reporting to the Director and Financial Manager
2. Tracking of servicing invoicing for both Cape Town and Durban branches
3. Reconciliation of all closed services per month invoiced
4. Follow up on outstanding accounts
5. Create proforma invoices and track deposits (request deposits)
6. Final invoice sent to customer upon finalisation of job
7. Ensure job costings are accurate and complete for the month (Dbn / Cpt / Jhb)
8. Cost of Sales report (monthly) – Services / Spares (Cpt / Dbn / Jhb)
9. Certificates (SASA / SAGA / AASA – annual) to client upon completion of job and receipt of final payment
10. Assist with insurance claims – (Dbn / Cpt / Jhb)
11. Manage WIP / check proforma's converted correctly to invoices – distributed to client
12. Manage rental agreements
13. Xero – process invoice / credit notes daily - allocation of receipt from/to WIP and daily receipts to closed jobs
14. Manage client enquiries telephonically ensuring you can get back to them with exact information required
15. Build sound relationships with clients, enjoy being the go-to person when help is needed
16. Registrations of any new contract fitters that are working on site
17. Record daily hours worked by all employees, complete monthly and weekly schedules
18. Check working hours and daily signing in and out
19. Manage sick leave schedules and administration required
20. Manage in-house database of customer lists
21. Ensure that jobs being worked on are updated daily as to the current fitment status
22. Manage costing compilations for all work requirements
23. Oversee HR for staff with opening new files, drawing up contracts, issuing of payslips
24. Manage transport invoices at month end
25. Ensure administration for health and safety compilation is updated and on file when needed
26. Manage the royalties' programme
27. For rental units ensure month rental and water and sewerage accounts are issued timeously and payments are received
28. Reconciliation of vehicle fleet for Cape Town, Johannesburg and Durban

Salary: R negotiable dependent on experience