Job Title: Assistant to Managing Director & Debtor’s Clerk
Based At: Orms Cape Town
Reporting To: Managing Director
Do you want to join the Orms Family? We’re looking for someone to step up as the Assistant to our Managing Director and Debtor’s Clerk. Find out more about the position by reading the job description below.
We are also looking for a Graphic Designer to join our Marketing Team. Find out more about that position here.
Role
- Assistant to support all aspects of the Managing Director’s work by planning, organising, and anticipating requirements well in advance to support the smooth running of the business and proving high-level administrative support.
- Providing financial, clerical and administrative services to ensure efficient, timely, and accurate payment of all accounts receiveable for the entire debtor’s book.
Our Ideal Candidate Has…
- A Matric, preferably accompanied by a tertiary qualification or degree/diploma in Finance, Accounting or Business Administration / Personal Assistance
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- Five (5) years working experience in a support role in an executive office
- Excellent communication (verbal and written) skills in English
- High degree of accuracy and attention to detail
- Hands-on experience in operating spreadsheets and accounting software
Assistant Duties
- Acting as a point of contact among Directors, employees, clients and other external partners
- Managing the Managing Director’s calendars and setting up meetings
- Making travel and accommodation arrangements
- Preparing and reviewing documentation
- Providing event management support as requested
- Preparing reports by collecting and analysing information
- Screening all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
- Manage complex office administrative work requiring the use of independent judgement and initiative
- Providing a wide range of complex office administration and support to management
- Providing administrative support to the Managing Director
- Handling sensitive and confidential information with set deadlines
- Establishing and maintaining effective information and filing management systems
- Prioritising incoming emails and messages and ensuring correct and timeous responses
- Flagging important emails to the Managing Director
- Taking self-initiative to process common emails
- Organising business meetings and ensuring proper notifications of appointments and actions to all relevant parties
- Managing a complex diary
- Following up on actions required by the Managing Director and Managers
- Drafting of correspondence on behalf of the Managing Director when needed
- Assisting with the compilation of reports and presentations
- Handling the Managing Director’s personal errands
- All administrative duties like typing, photocopying, printing, scanning, etc.
- Ensuring the office is cleaned, presentable and that all necessary stationary is supplemented daily
Debtor’s Clerk Duties
- Full management of the debtor’s book
- Approving of new customers for 30-day accounts
- Managing the full credit application process
- Ensuring that trading risk is well-managed
- Liaising with clients to resolve and attend to any problems
- Ensuring that collections are done timorously and efficiently and that all debtors remain within their payment terms
- Generating financial statements and reports detailing the receivable status of accounts
- Evaluating the collectability of distressed debtors and determining the appropriate action to be taken with management’s approval
- Researching and resolving any payment discrepancies
- Reconciling the accounts receivable entries to ensure that all payments are accounted for and properly posted
- Ensuring all insurance invoices are sent timorously and that payment is received within the time frame stipulated
- Managing monthly staff account deduction instructions for payroll
- Managing weekly staff account deduction instructions for payroll
- Implementing and maintaining procedures/administrative systems for staff accounts
- Overseeing the completion and submission of paperwork for government tenders
- Reporting on Daily Sales Figures for all companies
- Assisting the Sales Staff as necessary
- Managing all RCS transactions in store
- Monthly RCS reconciliation for all instore transactions
- Any other reasonable tasks/jobs as delegated by your Line Manager or the Managing Director
Key Performance Competencies
- Ability to engage at an executive level and handle a pressurised work environment
- Strong computer literacy
- Excellent verbal and written English proficiency
- Proficient in Microsoft Office
- Willingness to learn new skills and branch into a wide variety of duties
- Strong customer service orientation
- Excellent time management skills
Personal Skills & Attributes
- Organisational skills
- Loyalty and a high level of confidentiality
- Good verbal and written communication skills
- Sense of urgency and high stress tolerance
- Ability to multitask
- Flexible and adaptable
- Customer service skills
- Team player
Additional Job Information
- This is not a remote position.
- This full-time position is available immediately.
If you want to join the Orms Family, please send your CV, in confidence, to annette@orms.co.za.
Only shortlisted applicants will be contacted.
