Admin Assistant at Pragma Global

• The Administrative Assistant provides operational and administrative support to the On Key Clerk, ensuring the efficient execution of invoicing, debtor management, ERP administration, and client account processes. The role focuses on coordination, data accuracy, document management, and follow-ups to enable smooth financial and administrative workflows within the On Key Software Solutions business unit.

Minimum Requirements    

• A Matric (Grade 12) qualification or equivalent.
• Certificate/diploma in Office Administration or related field (advantageous).
• a minimum of 1 years’ experience in an administrative or support role in a corporate environment.
• Exposure to financial administration processes (advantageous).

Duties & Responsibilities    
Reviewing Work Orders.

• Driving work order feedback.
• Documenting reason for work not completed.
• Provide regular feedback on contractor performance/work order feedback.

Administrative Support to Invoicing Process

• Prepare invoice packs and supporting documentation for submission.
• Track invoice deadlines and assist in ensuring adherence to billing timelines.
• Maintain accurate filing and recordkeeping of all invoicing documentation.
• Assist in monitoring outstanding purchase orders and follow up with clients where required.

Debtors Administration Support

• Assist with preliminary follow-ups on outstanding invoices.
• Update debtor records with communication notes and payment feedback.
• Maintain accurate debtor reports for review by the Clerk.
• Escalate unresolved queries or overdue accounts as required.

Purchase Order & Documentation Administration

• Log and track all incoming and outstanding client purchase orders.
• Assist in requesting PO numbers from clients.
• Maintain an up-to-date PO register for the business unit.
• Ensure all required documentation is complete before invoicing.
• Support vendor application processes and follow up on outstanding documentation.

Client & Contact Database Management

• Maintain and update client and contractor information in Acumatica.
• Ensure consistency of contact details across ERP and Helpdesk systems.
• Assist in managing client records, including changes and updates.
• ERP (Acumatica) & System Administration
• Capture and update data in the ERP system accurately and timeously.
• Maintain project and client records under guidance of the Clerk.
• Support daily administrative activities within ERP to ensure process continuity.

Closing Date    
2026/06/18