Jhb: Receptionist - Johannesburg, South Africa - Pro Talent

Pro Talent

Verified Company

Johannesburg, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Job Title:
Receptionist / Invoice Clerk

Monday - Friday

Onsite

R R15 000 CTC per month

Introduction:

As a Receptionist / Invoice Clerk, you will play a pivotal role in maintaining efficient communication with both internal and external stakeholders while ensuring accurate invoicing and administrative support.

You'll be responsible for handling switchboard operations, invoicing procedures, general office duties, and maintaining health and safety standards. Reporting directly to management, you will uphold company policies and contribute to the smooth functioning of daily operations.

Duties & Responsibilities:

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Switchboard Operations:

Answer incoming calls promptly and courteously.
Forward calls to the appropriate personnel and announce the caller and company.
Record detailed messages and distribute them to the relevant recipients.

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Invoicing Procedures:

Maintain control over orders placed and delivered to clients.
Utilize Omni to create invoices linked to specific sales orders.
Enter batch numbers and sales prices accurately from the Cardex system.
Print invoices and ensure timely delivery to the Orders Expeditor.
Manage a petty cash float for providing change to customers, ensuring accurate balancing and reconciliation.

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Invoice Checking:

Conduct quick computer checks to identify and rectify errors before printing or finalizing invoices.
Perform manual checks on a weekly basis to ensure accuracy, involving additional parties when necessary.
Verify invoices for correct pricing and quantities and rectify any discrepancies in coordination with the accounts department.

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Filing:

Organize and file all invoices and delivery notes systematically.
Attach sales orders and signed delivery notes to corresponding invoices.
Maintain numerical order filing for invoices by month, ensuring completeness and accuracy.

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Postage Management:

Ensure timely dispatch of postage, either manually or through postal services, to clients.
Monitor and update postage records to prevent delays in payment processing.

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General Office Duties:

Handle fax communications, including sending and receiving.
Perform photocopying tasks and distribute copies as required.
Assist in filing various documents and invoices as per organizational needs.

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Health and Safety Compliance:

Maintain cleanliness and tidiness in the Reception Area.
Adhere to health and safety protocols and promote good housekeeping practices.

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Other Duties:

Execute tasks assigned by management efficiently.
Uphold all company policies and procedures diligently.

Requirements for the Job:

Matric certificate required; additional certifications in office administration or related field preferred.
Proven experience as a receptionist or in a similar administrative role.
Proficiency in MS Office (especially Excel and Word) and accounting software (Omni preferred).
Excellent communication and interpersonal skills.
Attention to detail and accuracy in data entry and recordkeeping.
Ability to multitask and prioritize tasks effectively.
Strong organizational and timemanagement abilities.

Familiarity with health and safety regulations is desirable.

Conclusion:

Joining the team as a Receptionist / Invoice Clerk offers an opportunity to contribute to a dynamic work environment while honing your administrative and customer service skills.

If you meet the requirements and are ready to take on diverse responsibilities.