Administrative Assistant

Job description
We are looking for an experienced, enthusiastic, organized and driven Administration Assistant

to join our growing Team. This role requires a keen attention to detail, understanding of the end-

end process, strong interpersonal and customer service skills, and the ability to work

independently within a fast-paced team environment. We are a small, close-knit team with a motto of prioritising customer satisfaction. Communication is essential. To excel in this role, you must understand clients’ needs and communicate effectively. We seek individuals who can listen to and ask questions for better comprehension.

Responsibilities:
• Accounting Admin Tasks:
• General Xero Admin tasks as assigned
• Recording expenses, bank payments reconciliation and preparing monthly General Journal entries for closing/allocation/corrections
• Accounts receivable – Investigating, following up and processing of outstanding claims, credit notes and overdue invoices
• Handling payments of invoices and management of invoicing platforms
• Ability to identify and address data discrepancies
• Timely and accurate processing of invoices
• Ensure supporting documents and approvals are obtained
• Customer changes in entities
• Transferring billing to new company entities due to business sale
• Order products using Kaseya Quote Manager and follow-up delivery status
• Daily administrative tasks:
• Monitor and reviewing upcoming renewals for Domains, Certificates and Licences
• General documentation, scanning of Docs to Google Drive
• Review client backup alerts and create tickets to address issues
• Manage Harvest (time tracking): Review and invoice tech time entries in Harvest
• Assist with the drafting of proposal (using our existing templates)
• General Calendar Scheduling:
• Leave, appointments
• Coordinate and schedule calendars for job scheduling between the tech team and customers: either onsite and/or remotely. The later also entails collaboration with the service coordinator
• MS365 licensing via Rhipe (Crayon)
• Booking couriers

To be successful in this role, you will have:
• Essential Systems/Tools:
• Xero
• Gmail, Google Drive, Google Docs
• Desirable/good to have:
• Harvest (time tracking app)
• Freshdesk
• WHMCS
• PandaDoc
• Kaseya Quota Manager
• Rhipe/Crayon (MS365 Licensing)
• Experience:
• Proven experience as an administrative assistant
• Exposure to accounting
• Proficiency in Xero
• Soft Skills Required:
• Competent data entry skills and strong attention to detail
• Excellent verbal, written and communication skills
• Analytics mindset
• Excellent problem-solving skills
• Ability to prioritise, meet deadlines and time management skills within a fast-paced environment
• Ability to work autonomously and part of a team
• A positive and proactive attitude (we welcome new ideas and suggestions on processes/workflow improvements or other areas)