Personal Assistant

SUMMARY:
Our reputable Client based in Westville Durban is urgently seeking a well versed Personal Assistant to join their team as soon as possible, on a Temporary basis. POSITION INFO:
Duties:  Sales procedure:
1.⁠ ⁠Receive order (get PO number if they have one) confirm delivery address or whether it’s collection. 
2.⁠ ⁠⁠enter on google sheets (to keep track of stock and outstanding deliveries) 
3.⁠ ⁠⁠make invoice on Sage with relevant pricing for customer and references and print 2 copies of delivery note.
4.⁠ ⁠⁠scan and attach signed delivery note to invoice and email to customer. Some customers require a quote. So you would add this to the beginning of the procedure. Daily Procedure:

• Enter production figures 

• Enter stock received figures 

• Allocate customer payments to the relevant account

• Answer sales queries 

• Plan delivery schedule for the following day

• Plan production schedule for the following day

• Answer calls and emails with quotations

• Balance physical cash with sales

• Enter cash out (expenses and purchases)

Weekly procedures:

• Balance stock 

• Invoice necessary cash/yoco sales

• Machine maintenance check if anything needs to be done.

• Order products based on stock levels 

• Check bulk paper stock is balancing 

• Order bills to material 

• Pay overtime

Monthly procedures:

• Month end stock take and enter stock (make sure it balances)

• Age analysis

• Send statements to customers 

• Check what we still owe suppliers 

• Check what is owed to us

• Owed by Yoco

• Pay rent 

• Book vehicles for service mid month and not at same time 

• Forklift maintainance 

• File to accountant 

• Chase payments

• Insurance claims
• Experience working on Sage is ESSENTIAL.
• Ability to work with Excel documents 

Requirements:

• Matric
• At least 2 years P/A or Secretarial experience, working with SAGE.
• Microsoft Excel experience
• Immediately Available
• Excellent Communication and reporting skills