Johannesburg: Accounts & Office Assistant posted by RMG Recruitment (Pty) Ltd

About the Role

The Accounts & Office Assistant is a key support role that ensures the smooth operation of our office, providing day-to-day administrative and financial assistance to the business. This position requires strong organizational skills, attention to detail, and excellent communication abilities.

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.
• Carry out any other duties reasonably required by the Employer that fall within the scope of this role.

Requirements

• 13 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.
• Previous experience in a front desk or client-facing administrative role will be advantageous.
• Experience using accounting software (e.g., Sage, Xero, QuickBooks, Omni) and Microsoft Office, particularly Excel.
• Exposure to audit preparation processes and supporting documentation will be advantageous.

Qualifications

No formal qualifications are required for this position.