Ships Agency Admin Assistant

University of Fort Hare; Cape Town; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A reputable educational institution is seeking a Ships Agency Admin Assistant in Cape Town. Responsibilities include processing customer invoices, coordinating financial transactions, and ensuring compliance with procedures. Ideal candidates will have strong detail orientation and experience in finance or administration. This role offers a competitive, market-related salary.

Qualifications

• Minimum 1–3 years in a similar role.
• Experience in customer invoicing and credit note processing.
• Exposure to Ships Agency or Freight industry necessary.

Responsibilities

• Process customer invoices and credit notes.
• Liaise with banks for Cash to Master transactions.
• Manage delivery and ensure documentation accuracy.

Skills

Attention to detail

Independent work

Interpersonal skills

Customer-focused

Service-oriented

Education

Matric (Grade 12)

Admin or Finance-related qualification

Tools

MS Office

Accounting packages (NetSuite advantageous)

Job description

Overview

Monthly Basic Salary (Market related, Negotiable). Our client based in Cape Town – Foreshore, seeking a Ships Agency Admin Assistant to join their team.

Responsibilities

Invoicing & Financial Administration:

• Process customer invoices and credit notes in line with Ships Agency procedures
• Reconcile Work in Progress (WIP) reports and process debtors and nominal journals
• Liaise with Operations to track open projects and ensure timely invoicing
• Obtain and follow up on supplier invoices
• Ensure compliance with financial controls, systems, and reporting deadlines

Cash to Master Coordination:

• Arrange and process Cash to Master transactions
• Liaise with banks and security companies to ensure smooth delivery
• Maintain and update the Cash to Master Register
• Ensure invoicing deadlines are met

General Administration:

• Manage delivery of client invoices
• Courier original documentation to clients as required
• Ensure all documentation is accurate and compliant with internal procedures

Business & Risk Management:

• Ensure departmental compliance with relevant legislation
• Identify and mitigate operational and financial risks
• Support monthly financial reporting and analysis

Client & Stakeholder Engagement:

• Liaise with internal and external clients to resolve queries and ensure service excellence
• Handle escalated complaints and ensure client satisfaction
• Foster collaborative relationships with suppliers and stakeholders
• Promote a client-centred mindset across the team

Ad Hoc Duties:

• Perform ad hoc administrative and financial tasks as required to support operational efficiency
• Assist with urgent client or supplier requests outside standard workflow
• Provide backup support across departments during peak periods or staff absences
• Participate in special projects or audits as assigned by management
• Respond flexibly to evolving business needs while maintaining service excellence

Key Attributes

• High attention to detail and accuracy
• Proactive and works independently
• Strong interpersonal and communication skills
• Customer-focused and service-oriented
• Reliable team player with positive work ethic
• Able to meet tight deadlines under pressure
• Follows systems and procedures consistently

Qualification & Experience

• Minimum Qualification: Matric (Grade 12)
• Preferred: Admin or Finance-related qualification
• Essential Experience:
• Customer invoicing and credit note processing
• MS Office proficiency
• Use of mainstream accounting packages (NetSuite advantageous)
• Exposure to Ships Agency or Freight industry
• 1–3 years in a similar role

PLEASE NOTE: ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED