Cloud Microsoft Business Administrative Assistant at First Distribution

MAIN PURPOSE OF THE POSITION:

• The Microsoft Business Administrative Assistant is responsible for providing comprehensive administrative support to the Microsoft business unit, with a strong focus on debtor tracking, payment allocation monitoring, and account follow-ups.
• This role involves the daily tracking and reporting of payment allocations, monitoring overdue accounts, and coordinating with Account Managers, the Microsoft Brand team, and the Accounts Receivable team to ensure timely resolution of outstanding balances. The incumbent will utilise internal dashboards and systems to maintain accurate and up-to-date debtor records while supporting overall operational efficiency.
• The ideal candidate will demonstrate strong organisational skills, excellent communication abilities, attention to detail, and a high level of integrity in handling confidential information, along with a commitment to delivering exceptional customer service.

MICROSOFT BUSINESS ADMINISTRATIVE ASSISTANT DUTIES AND RESPONSIBILITIES:

Administration

• Provide administrative support to the Credit and Partner Support Manager with day-to-day Microsoft operations and backend office tasks.
• Monitor internal dashboards to track overdue invoices and debtor accounts.
• Identify accounts requiring follow-up and flag them for the relevant teams.
• Ensure all incoming payments are accurately allocated by the Accounts Receivable team.
• Review payment allocations to confirm the accuracy of debtor balances and highlight any discrepancies or unallocated payments.
• Engage with Account Managers and internal stakeholders to follow up on overdue invoices, confirm payment status, and document expected payment timelines.
• Escalate payment concerns, disputes, or risks to the appropriate teams.
• Maintain accurate and detailed records of all debtor-related communications.
• Assist in preparing and presenting weekly debtor reports and updates for management.
• Support task allocation within the team, monitor progress, and ensure timely completion of deliverables.
• Maintain task schedules and contribute to improving internal systems and processes to enhance productivity.
• Assist with onboarding and training of new team members on Microsoft Brand processes and procedures.
• Act as a liaison between the Microsoft Brand team and internal shared services to ensure effective communication and collaboration.
• Ensure data integrity through accurate data entry, regular system updates, and maintenance.
• Maintain strict confidentiality of all client, partner, and financial information.
• Build and maintain strong relationships with clients and partners through professional and responsive service delivery.

Training and Certification

• Manage and maintain training records, including trainee lists, schedules, and attendance for both internal and external stakeholders.
• Generate reports on training programmes, registrations, attendance, and certification outcomes.
• Serve as the primary point of contact for training and certification queries, ensuring timely resolution.
• Compile and submit detailed reports on training and certification activities.
• Administer and manage training and certification vouchers.

REQUIREMENTS:

• Internal training associated with competencies:
• During the first week of your employment, you'll be presented with a meticulously crafted learning map designed to seamlessly guide you through your on-the-job training experience.

REQUIREMENTS:

• Minimum of 2 years’ experience in an administrative, finance, or accounts-related role, preferably within a technology or distribution environment.
• Experience in debtor management or administration is advantageous but not essential.
• Advanced proficiency in Microsoft Office Suite is essential.
• Strong skills in word processing, spreadsheets, and presentations.
• Excellent verbal and written communication skills.
• Strong attention to detail, organisational skills, and the ability to manage multiple tasks effectively.

SKILLS AND ABILITIES:

• Strong Self-Motivational and Empowerment skills.
• Strong Communication Skills.
• Strong Relationship and Self-Management Skills.
• Takes Initiative.
• Works well with all kinds of people.
• Remains calm under pressure.
• Proven account management or other relevant experience
• Demonstrated ability to communicate, present, and influence credibly and effectively at all levels of the organization.
• Excellent time management skills.

ABILITY TO MEET JOB REQUIREMENTS:

• Fluent in English
• Own reliable transport and a valid driver’s license