Office Adminstrator/Accountant Graduate Marketing Trainee

Job Overview
Ensure smooth and efficient day to day running of office.
Developing the internal management systems of the office.
Support the creation of a positive work environment for the office.
Relieve management of administrative detail on all projects
Coordinate work flow
Update and chase delegated tasks to ensure progress to deadlines
Take initiative in manager’s absence
Keep projects on schedule
Maintain procedures manual to ensure consistent performance of routines
As the direct point of contact for Databit customers, both internal and external, to ensure they receive a high level of service and to help with their questions, complaints or concerns.
Responsiblities for the Office Adminstrator/Accountant Job
Telephone
Provide impeccable customer service to all callers and take all telephone calls as first priority.
Take clear and concise telephone messages and relay the messages to the recipient concerned at the earliest opportunity.
Handle all inquiries as decisively as possible
Arrange “call-backs” to protect boss’s time and ensure they are made
Route calls elsewhere as needed
Carry out phone surveys/inquiries as needed to gather as much information before passing on the call or taking a message.
Appointments/Meetings
Maintain calendar – ascertain which events require boss’s presence
Fix commitments to maximize boss’s time efficiency – Allow decision/desk time
Confidentiality
Perform to earn boss’s full confidence
Ensure discreet handling of all business affairs and transactions
Maintain confidentiality of company documents at all times
Visitors
Receive all visitors pleasantly
Screen to control interruptions
Arrange amenities as needed
Data Management
Improve storage/retrieval systems
Update and manage all data
Set up and maintain manual and digital filing systems.
Keep email/telephone list accurate and up to date.
Maintain and ensure compliance with all government requirements such as vehicle insurances, tax compliance certificates, trade licences.
Routines
Ensure office cleanliness at all times
Routine secretarial duties
Log all calls with a view to giving the customers exceptional service
Routinely re-order office supplies
Update mail/phone directories
Deal with clearing agents to ensure priority in delivery of our goods.
Weekly reports
Effective filing and project management tracking systems.
Projects
Handle administrative detail on all projects
Seek greater role in projects within administrative and other areas of competence
Seek training on projects outside area of knowledge
Accounts
Update all entries into QuickBooks. Also manage accounts to provide monthly, quarterly and yearly statements as required.
Create invoices and credit notes.
Handle payment of monthly deductions and VAT
To prepare the accounts for annual audit.
Completing month end and year-end accounting and reconciliation.
Maintain accurate inventory of all equipment
Handle petty cash
Debt-control management.
Manage billing renewals/maintenance contracts
Supplier record management and making payments on the due dates
Managing employee leave days and expenses
There will also be ad-hoc project work such as you would expect in a growing, dynamic company!
Sales
Prepare sales quotations
Ensure orders are handled in a timely manner and the customer receives the products within the stipulated period
Follow up to make sure the installation/delivery was handled efficiently
Products returned by the customer should be repaired promptly and returned to the customer without delay.
Office Administrator/Accountant Job Requirements
Minimum of a CPA 2
Degree in business related field in finance or accounting
Computer literate with knowledge of QuickBooks and other financial packages
Minimum 2 years experience in accounts and must have a high level of integrity.
Excellent communication skills.
Ability to work with minimal supervision.
Ability to use ITAX.
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