Vacancy-Branch Administrator Wanted

Exciting opportunity is available for a dynamic and driven candidate to join growing company at their branch in Gaborone – Botswana.

Process data for servicing  and invoicing from contracts and handle administration of client files

Process all creditors and reconcile monthly

• Load new/additional and resign contracts on Accpac and – Installations and survey to Operations Administrator.
• Make sure units and service cycles agree to contracts
• Accept and confirm services, collections and installations on system.
• Print a pre-check invoice after loading – Admin Manager to sign off – check that contract and invoice match.
• File all cancellation requests under the month that the contract is to be cancelled
• Process cancellations and reductions of contracts on Accpac
• Liaise with Service Manager for units removed from cancelled contracts
• Collect cancelled units and confirm
• Ensure all contracts are loaded and invoiced on a daily basis
• All contract information to be given to internal sales consultant.
• Invoicing of new/additional and resigned contracts
• Printing and checking of monthly rental invoices against contracts and previous month’s batch and D-Bit on site location report
• Checking that all cancellations and billing have been removed from the system
• Monthly accruals for services rendered  but invoices not received.
• Pre-check all monthly invoices prior to final printing and posting. By the 1st day of each month.
• Ensure that all monthly invoices are printed by the 2nd day of the new month.
• Reconcile stock received to purchase order and to invoice
• GRV all creditors invoices matched to delivery notes monthly – Send to Admin Manager to sign off.
• File out EFT requests and give to Admin Manager to sign off
• Reconcile all creditors statements monthly and ensure all invoices are processed on Accpac
• Assist and finalise  all creditors queries
• Keep record of collections for the month and charge for lost/damaged stock.
• Thank you letters to be sent for new business with copy of contract
• Contract  Register – All contracts to be entered into contract register and signed for by various departments
• Check that contract details and pricing are correct  when loading according to the new price list
• Month-end Processing: – Meet deadlines
• Print D-bit services done for the month report
• Print on-site details report (for units in the field)
• Submit monthly cancellation by 1st   day of next month
• Complete Branch Report
• Reconcile stock – Agent, Branch, Consumable, Stock Clearing
• Submit Monthly Accruals
• Run a credit check on all new clients – Transunion
• Submit all signed debit orders to head office for processing
• Relieve switchboard as per roster.
• Handling all debtor queries and credit notes and re-invoicing
• Loading all new hygiene contracts on Accpac and MCS
• Planning hygiene service schedules on MCS (hygiene on Accpac)
• Handling of petty cash

• Matric
• Post school certificate / diploma in business related studies advantageous
• Min 4 years experience working in an office environment / processing data/bookkeeping
• Accpac Computer Experience preferred
• Computer Literacy
• ***Must be Botswana citizen***
• ***Must have driver’s license and own vehicle***