Office Administrator and Debtors Clerk at Dixie Recruitment

Job Description

• The Office Administration and Debtors Clerk is responsible for providing general administrative support to ensure the smooth day-to-day running of the office. This role involves handling reception duties, maintaining accurate records, assisting with basic financial administration, supporting operational staff, and delivering excellent customer service to clients and suppliers.

Key Responsibilities

• Handling and tracking work in progress from customer acceptance until completion and invoicing.
• Placing orders for work in progress in relation to Work in progress time schedules with suppliers.
• Handling and communicating any changes or amendments of monthly maintenance contracts including drawing up and keeping Service level agreements up to date and accurate.
• Answer incoming telephone calls and direct enquiries appropriately.
• General office support to ensure the office environment remains organised and presentable.
• Ensure all company documentation is accurate and up to date and submitted when necessary for related to customers.
• Maintain filing for contracts, compliance documents, and warranties related to customer contracts.
• Assist management with ad hoc administrative duties.
• Arrange meetings and prepare meeting documentation.
• Support various departments with administrative requirements.
• Processing and sending invoices.
• Capturing payments and allocation.
• Reconciling accounts.
• Generating debtors aging reports.
• Contacting clients to collect outstanding balances.
• Resolving billing queries.

Minimum Requirements

• Grade 12 (Matric).
• A certificate or diploma in Office Administration or Business Administration would be advantageous.

Experience

• 1–3 years' experience in a general office administration role.
• Experience in a construction, landscaping, gardening, or related industry would be beneficial but is not essential.
• General Computer Skills to include knowledge of Microsoft office and Sage accounting package