Latest Vacancies at Service Solutions

Administrate the full ordering process (sales invoices & quotes), telephone management, all customer related and internal enquiries.
 
Responsible for supporting the Sales Team by assisting with clerical and administrative processes and customer support.
         
Duties / Task:

• Processing of Sales Orders
• Courier Cost: to get quotes on all transport cost, then to confirm with an invoice to client.
• Inform COD clients upon receipt of orders of our payment requirements for the dispatching of stock.
• All back orders to be communicated via email to the procurement team and sales department for proper actioning processors
• Assist sales team with quotation enquiries for all existing and new clients.
• Assist with pulling of data for weekly reports and be familiar with compiling the reports for the weekly sales meeting with management.
• Office Support for sales team: Emailing or responding to enquiries such as Brochures/Data Sheets/ Certificates/quotations and orders
• Assist with the updating of customer information – customer register
• At all times comply with company policies, procedures, and instructions.
• Maintain office files and records according to the internal standards and procedures.
• Recommend new ideas and continue to seek ways to both contribute and improve to the organization’s goals and reputations.
• Enhance job knowledge by participating in educational opportunities.
• Contribute to team efforts by accomplishing related results as needed.
• Follow all reasonable instructions from management.
• Invoice preparation for Filing
• Follow up with Customers Daily, weekly & Monthly
• To assist with incoming calls from clients
• Contributes to team efforts by promoting and selling products and services in line with the current sales strategy
• Arrange for product samples or any marketing material that sales team will require for client visits or promotions.
• Process all web enquiries daily 

 
Telephone Management

• Answer telephone calls, screen, and direct calls when receptionist is on Lunch and Teatime.
• Take and relay messages.
• Provide information to callers.
• Greet persons entering the organization if the receptionist is not available.
• Direct persons to correct destination.
• Deal with queries related to orders receipt / confirm delivery enquiries, etc.
• Ensure product knowledge and product pricing correctness.
• Assist if the caller just needs to place an order.
• Always assist with telephone calls if receptionist is not available and ensure you arrange availability/assistance if you will not be available yourself.

 Operational Requirements

• Working Hours are from 07:00 to 16:00 Monday  Friday, leaving by 15:00 on a Friday is solely up to the company’s discretion.
• Need to be proficient in excel and familiar with Evolution and Pastel operating systems.
• Grade 12
• Ability to work required hours in Midrand

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Duties:

• Assist with preparation of board presentation that is related to our company’s financial position.
• Assist with drafting of Cash Flow forecasting and monitoring
• Prepare the monthly closing and assist with monthly management accounts
• Develop and maintain system to account for financial transactions by establishing a chart of accounts, defining bookkeeping policies and procedures.
• Maintain cashbook by verifying, allocating, and posting transactions.
• Balance cashbook accounts by reconciling entries for all transactional bank accounts.
• Maintains historical records by filing documents.
• Prepare financial reports by collecting, analyzing, and summarizing account information and trends.
• Comply with local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions.
• Assist with audit requirements whilst annual audit is ongoing.
• Contribute to team effort.

 Key Responsibilities & Deadlines:

• Invoicing:
• Final Sales / GP report every day

Supplier invoices

• All supplier invoices captured and updated by the 3rd day of the next month.
• All supplier balances to be reconciled to the supplier statement.
• Stock Reconciliation (Actual vs FMS by the 2
• Prepare a listing of all stock journals effected during the month by 2nd of the next month.
• Prepare payments list by midmonth for approval by director by the 10th of each month.

 Management Accounts

• Assist with preparation of management accounts by the 10th .
• Payroll and HR
• Process deductions by Thursday morning for weekly payroll
• Process deductions by the 20th each month for monthly payroll
• Process leave adjustments as and when it takes place
• Final paylisting by the 22nd for monthly payroll
• COIDA return due in March
• Handle staff queries and communicate to management
• Handle staff refreshments
• Handle staff HR files and policy documents
• Feedback/ Daily & Weekly Tasks:
• Daily Sales Figures to Directors in Excel Sheet
• Weekly preparation of cash requirements
• Cash to be banked on weekly basis in conjunction with GM
• Recon on petty cash payments and cash received in conjunction with GM
• Daily posting of customer payments
• Credit Notes enquiries to be attended to and communicated immediately
• Weekly reports on problem / outstanding customer accounts to directors
• Bank reconciliation report by midmorning
• Cash Handling
• Maintain cash receipts
• Maintain petty cash book
• Perform cash count every week
• Reconcile cash on hand and ensure it is banked

 
Debtors

• Daily debtors ageanalysi
• Place notice/block on system to stop supply to such clients
• Debt collection
• Open new debtor accounts
• Perform trade checks and provide feedback for signature

 
Staff Operations

• Manage Staff/casual employment contracts.
• Ensure contracts are up to date.
• Manage leave/sick leave/maternity leave applications.
• Overtime and staff transport management.

 Operational Requirements

• Working Hours are from 07:30 to 16:00 Monday  Friday, leaving by 15:00 on a Friday is solely up to the company’s discretion.