Junior Accounts Administrator

SUMMARY:
Job Summary:
The Junior Accounts Administrator provides administrative and accounting support to the finance department. The role involves processing invoices, reconciling accounts, capturing financial data, assisting with debtors and creditors, and maintaining accurate financial records for the Office Automation company’s operations, sales, and service divisions.
Key Duties and Responsibilities

1. Accounts Administration

• Capture supplier invoices, credit notes, and purchase orders into the accounting system.
• Match invoices to delivery notes and purchase orders for approval.
• Assist with daily cashbook entries, reconciliations, and petty cash control.
• Maintain filing systems for financial documents (electronic and paper).
• Support with month-end and year-end closing procedures.

1. Debtors (Accounts Receivable)

• Generate and send customer invoices for product sales, rentals, and service agreements.
• Allocate customer payments accurately to invoices.
• Follow up on overdue accounts and assist in debt collection efforts.
• Prepare age analysis reports for review by the Accounts Supervisor.
• Ensure all client billing information is accurate and up to date.

1. Creditors (Accounts Payable)

• Capture and reconcile supplier invoices and statements.
• Prepare payment batches and ensure all supporting documentation is attached.
• Liaise with suppliers regarding queries, statements, and payment dates.
• Ensure all supplier details are current and valid (e.g., VAT numbers, banking details).

1. Financial Support & Reporting

• Assist in preparing monthly financial reports, reconciliations, and audit schedules.
• Maintain accuracy of general ledger accounts under supervision.
• Reconcile control accounts and report discrepancies.
• Support in preparing VAT returns and basic tax documentation (if required).

1. Office and Administrative Support

• Assist in managing client contracts for rentals, maintenance, and service billing.
• Provide administrative support to the finance and sales teams.
• Answer queries from customers and internal staff regarding invoices or account statements.
• Assist with ad-hoc administrative and finance projects as directed.

POSITION INFO:
Qualifications and Experience
Education:

• Matric (Grade 12) – essential.
• Certificate or Diploma in Bookkeeping, Accounting, or Finance – advantageous.
• Knowledge of basic accounting principles (debits/credits, ledgers, journals).

• 1–3 years’ experience in an accounts or finance administrative role.
• Proficient in Excell
• Experience in an Office Automation, IT, or Service-based Company is highly advantageous.
• Familiarity with accounting software (e.g. Pastel, Sage, Xero, QuickBooks, or Omni) preferred.
• Experience with invoicing, reconciliations, and debtors/creditors administration.

• Good numerical and analytical ability.
• Excellent attention to detail and high accuracy.
• Strong organizational and time-management skills.
• Ability to work under pressure and meet deadlines.
• Excellent communication (verbal and written) and interpersonal skills.
• Computer literacy: MS Excel, Word, Outlook (intermediate to advanced level).
• Professional, reliable, and trustworthy.
• Willingness to learn and grow within the finance department.