Administrative Assistant (Stellenbosch Techno Park) at Helderberg Personnel

EXPERIENCE AND QUALIFICATIONS:

• At least 1-2 years’ experience in an administrative or financial role.
• Relevant degree will count in the candidate's favor.
• Analytical with extremely good planning and organizational skills and excellent communication skills.  
• Must be able to handle high volumes of work under pressure.

RESPONSIBILITIES:

• The successful candidate will be partly responsible for administrative functions in one of the commodity trading departments an duties will include:

Contracts:

• Capturing and submitting purchase and sales contracts on the system
• Perform cost calculation on transactions
• Check that contracts are signed
• Drafting manual contracts

Billing:

• Invoicing and storing necessary documents
• Email/post invoice to customer
• Make transfers to other marketers
• Making out credit notes
• Create and send out pro forma invoices

Loading of external invoices:

• Prepare accounts payable invoices for payment (POC)
• Load storage invoices and other supplier invoices
• Load transport invoices

Miscellaneous:

• Closing of contracts
• Six month reconciliations
• Handle minor enquiries/complaints as soon as possible
• New debtors and creditors collection of necessary paperwork

Inventory:

• Complete request for inventory adjustments where necessary

Logistics administration:

• Generate loading contracts
• Update of loads on the dashboard
• Booking of trucks at suppliers and clients
• Generate claims/losses on loads as necessary
• Receiving and capturing of proof of deliveries