Office Administrator

ReceptionistAnswering phones / greeting customers, serving refreshments and making them feel welcome.Transferring calls as necessaryEnsuring messages are passed to the appropriate staff member in a timely manner.Allowing access and exit of visitors and delivery suppliersFacilities ManagementMaintenance of the office: gate, generator, service of air con, fire extinguishers, etcProviding quotes to managing director as the need arisesMonitoring of stationery, fuel and consumables levels for reorderChecking and monitoring of office groceries, water coolersManage office keys / downstairs safeInvoicingTimely processing of customer invoices/ commercial invoices on PastelUpdating of Pastel baches daily once invoices have been completedReviewing Customer Statements - checking invoices are processed accuratelyWorking closely with the customer service team to ensure accurate invoicing in a timely manner.Follow up on customer-blocked customer accounts with TCS in a timely mannerProcessing of credit notes and correction of invoicesLoading invoices on customer Portals: Ariba / Coupa and J&J, Others in a timely manner.Provide customer statements/invoices to the finance and customer service team in a timely mannerIssuing of credit notes with supporting documentation for ISO Review on a monthly basis.Stores AdministrationForward invoices to the dispatch department for orders to be delivered in a timely mannerReviewing of POD schedule and ensure PODs are downloadedRequesting quotes for courier costs from multiple service providersStock receipting of inventory on Pastel in a timely mannerPrompt communication to line managers of deviations to processes and controlsAd-hoc TasksSupport your team, other teams and line manager with urgent requestsHandle ad-hoc tasks as needed, requiring strong time management and flexibility