Western Cape: Ships Agency Admin Assistant posted by Manpower Group

Invoicing & Financial Administration:

• Process customer invoices and credit notes in line with Ships Agency procedures
• Reconcile Work in Progress (WIP) reports and process debtors and nominal journals
• Liaise with Operations to track open projects and ensure timely invoicing
• Obtain and follow up on supplier invoices
• Ensure compliance with financial controls, systems, and reporting deadlines

Cash to Master Coordination:

• Arrange and process Cash to Master transactions
• Liaise with banks and security companies to ensure smooth delivery
• Maintain and update the Cash to Master Register
• Ensure invoicing deadlines are met

General Administration:

• Manage delivery of client invoices
• Courier original documentation to clients as required
• Ensure all documentation is accurate and compliant with internal procedures

Business & Risk Management:

• Ensure departmental compliance with relevant legislation
• Identify and mitigate operational and financial risks
• Support monthly financial reporting and analysis

Client & Stakeholder Engagement:

• Liaise with internal and external clients to resolve queries and ensure service excellence
• Handle escalated complaints and ensure client satisfaction
• Foster collaborative relationships with suppliers and stakeholders
• Promote a client-centred mindset across the team

Ad Hoc Duties:

• Perform ad hoc administrative and financial tasks as required to support operational efficiency
• Assist with urgent client or supplier requests outside standard workflow
• Provide backup support across departments during peak periods or staff absences
• Participate in special projects or audits as assigned by management
• Respond flexibly to evolving business needs while maintaining service excellence

KEY ATTRIBUTES:

• High attention to detail and accuracy
• Proactive and works independently
• Strong interpersonal and communication skills
• Customer-focused and service-oriented
• Reliable team player with positive work ethic
• Able to meet tight deadlines under pressure
• Follows systems and procedures consistently

QUALIFICATION/EXPERIENCE:

• Minimum Qualification: Matric (Grade 12)
• Preferred: Admin or Finance-related qualification
• Essential Experience:
• Customer invoicing and credit note processing
• MS Office proficiency
• Use of mainstream accounting packages (NetSuite advantageous)
• Exposure to Ships Agency or Freight industry
• 1–3years in a similar role

PLEASE NOTE ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED