Durban: Accounts & Office Assistant

About the Role

The Accounts & Office Assistant plays a vital role in providing administrative and financial support to our business, ensuring accurate processing of transactions, maintenance of financial records, and effective management of supplier and customer accounts. This role requires a highly organized individual with excellent communication skills to provide exceptional client interactions and support front desk operations.

Key Responsibilities

• Manage client interactions professionally via telephone, email, and in person.
• Perform general bookkeeping and administrative functions in support of the office, and finance department.
• Capture and maintain accurate financial records, including invoices, payments, receipts, account statements, and supporting documentation (electronic and manual).
• Process bank payments and ensure remittance advice is communicated to suppliers timeously.
• Reconcile supplier and customer accounts regularly, ensuring all accounts are accurate and up to date.
• Match invoices to purchase orders and supporting documentation, and resolve discrepancies.
• Prepare, compile, and file invoices, proof of payments, and related financial records.
• Invoice designated customers and suppliers, and process receipts and related documentation.
• Assist with the preparation for monthly, quarterly, and annual financial audits.
• Manage and reconcile designated petty cash accounts, ensuring proper recordkeeping and control.
• Follow up on outstanding or delinquent accounts and engage with relevant parties to secure payment or escalate where necessary.
• Provide front desk support, including assisting visitors and handling incoming calls in a professional and courteous manner.
• Maintain accurate data within company systems and databases, including financial and administrative records.
• Assist the accounting team as required and ensure adherence to accounting best practices.
• Identify and escalate potential compliance or financial irregularities.
• Ensure compliance with all applicable company policies, procedures, and relevant legislation.
• Work collaboratively with team members to support overall operational efficiency.
• Uphold the professional image and reputation of the company at all times.

Requirements

1–3 years’ experience in an administrative, accounts, or bookkeeping support role.

Practical experience in processing invoices, payments, and reconciliations.

Exposure to maintaining supplier and customer accounts, including following up on outstanding balances.

Experience working with financial records, petty cash, and basic accounting processes.

Qualifications

• Formal education/certifications (Bachelor’s, LLB, Matric, etc.) are not required for this role.