One of our clients based in Curepipe is currently looking for an Administrative Assistant.A BSc in Accounting and Finance or equivalent qualification would be an advantage, along with a minimum of 3 years of experience in a similar role.
Accounting Responsibilities
Financial Management
• Record and allocate received payments from clients.
• Oversee petty cash transactions and update the cash book for further bank recon to be done by manager.
• Ensure there is always cash in hand. Follow up petty cash expenses with employees. Track receipts with them. Expense tracking and reimbursement.
• Support invoice processing in Pastel, ensuring timely follow-up on outstanding payments. • Perform daily backups of Pastel and weekly server backups to ensure data security.
• Prepare and submit monthly financial reports, including Sales Analysis, Tax Reports, and Cash Book updates.
End-of-Month Tasks
• Prepare reports, including sales performance analysis.
• Post and verify entries in the cash book and prepare the Tax Report.
• Conduct monthly inventory and downpayment reconciliation.
• Complete the monthly VAT return and reconcile GL sales.
Supplier Invoice processing
• Process supplier invoices via purchase orders or GRV.
• Ensure correct GL expense code is allocated.
Ordering and purchases
• Issue purchase order and assisting local and foreign ordering process.
• Ensure all orders are correctly processed on time.
• Process purchase orders and create new stock codes.
• Seeking best prices from different suppliers.
• Tallying purchase orders and supplier invoices.
Import Processing & Price Adjustments
• Oversee the import process and ensure timely updates to inventory.
• Implement and update product price increments in relevant systems.
Client & Supplier Relations
• Create, update, and maintain client and supplier profiles in Pastel.
• Issuing Proforma invoices and credit notes.
• Process plumber commissions and collect payment details.
• Monitor and follow up on outstanding debts by contacting debtors and sending Statements of Account (SOA).
Creditors
• Request and verify statement of accounts and prepare payment list and cheque issual. Debtors
• Ensure invoices are received by correct person so payment process is fluid. Finding solutions in cases invoices not yet reached finance. Call Maintenance or procurement to accelerate process.
Inventory follow up
• Assist in inventory count and correction of stock.
• Use vlookups to compare quantities or prices.
• Maintain accurate inventory records in Pastel.
Compliance & Legal
• Prepare and submit tax reports, including MRA statements, to ensure regulatory compliance. • Track and manage renewals for trade licenses, data protection, and software (Pastel).
Administrative Responsibilities
Client sales follow up & handling queries
• Inform customers on various products.
• Assist in sales process and preparing quotes.
• Assist deliveries.
Client After Sales follow up & handling queries & complaints and escalating • Handle communication with clients and internal team via phone, email, or in person. • Follow up of products that transit in workshop.
• Providing excellent customer service.
Invoicing
• Prepare costing sheet for accurate invoicing.
• ensuring accurate stock code invoicing.
• Follow up missing purchase orders from clients to accelerate invoicing process. Administrative Support
• Answer the phone and deal with routine matters and more complex issues. Redirecting same to person in charge.
• Serving as a point of contact for internal & external stake holders.
• Coordinate inter department communication.
• Manage office supplies, requisitions, and equipment.
• Coordinate with IT providers for system maintenance and troubleshooting. • Scan and file documents (e.g., commissioning reports, job cards) both physically and digitally. • Organise & maintain correct filing system to preserve company records.
• Transfer Purchase orders and important documents to server.
• Manage vehicle servicing, insurance, fitness checks, and road tax renewals.
• Submit and track insurance claims when required, ensuring all necessary documentation is provided.
• Archive important documents physically and digitally for easy retrieval.
Project & Contract Management
• Assist in drafting, managing, and tracking maintenance contracts,
• Help with requisitioning materials and allocating costs to projects and clients. Employee Engagement & Miscellaneous
• Track employee absences and manage leave records.
• Archive important documents physically and digitally for easy retrieval.
• Support HR tasks, including employee recruitment, onboarding, and processing leave/training reimbursements.
