Accounts & Administrative Assistant

JOB PURPOSE:
To efficiently manage CRM processes within SAP Business One, ensuring seamlesscoordination between sales, production, and finance. This role is responsible forend-to-end quote and sales order management, proactive customer communication,and providing accounting and administrative support as required.

KEY RESPONSIBILITIES:

1.    CRM & Sales Support

·         Generateand dispatch accurate customer quotes using SAP Business One.

·         Verifyquotes for pricing accuracy, applicable discounts, and adherence to companyterms.

·         Convertapproved quotes into sales orders and communicate effectively with the Studioand Production teams.

·         Monitorjob progress within the Studio, providing proactive updates to both customersand internal teams.

·         Serve asthe primary point of contact for quote follow-ups, order confirmations, and jobstatus updates.

·         Liaisewith production and dispatch teams to set and manage customer deliveryexpectations.

·         Maintainaccurate records of quotes, sales orders, and job statuses within SAP BusinessOne.

·         Prepare routinereports on sales orders, pending quotes, and customer follow-up actions.

2.    Accounts &Documentation Support

·         Assistin preparing and dispatching customer invoices accurately and promptly.

·         Maintainsystematic filing of invoices and related financial documents for auditcompliance and easy retrieval.

·         Supportthe accounts team with customer account reconciliations and follow-ups asneeded.

·         Ensureall documentation meets statutory and audit requirements.

3.    Administration & DispatchOperations

·         Maintainan organized and professional Dispatch protocol.

·         Keep alldispatch records and Collection logs accurately.

·         Maintaina courteous efficient communication with clients.

·         Liaisewith the logistics team in service delivery.

·         Performany other ad-hoc administrative or accounting duties as assigned by theSupervisor.

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Requirements

KEY REQUIREMENTS (PERSONSPECIFICATION)

Education &Professional Qualifications:

·         Diplomaor Degree in Accounting, Business Administration, Finance, or a related field.

·         CPA PartII or equivalent (or actively pursuing) is highly desirable.

Experience:

·         Minimumof 2-3 years in a similar role combining accounting, administration, and CRMoperations.

·         Musthave hands-on experience with SAP Business One (or a similar ERP system).

Skills & Competencies:

·         Strongunderstanding of sales order processing and basic accounting principles.

·         Excellentcustomer service and communication skills (written and verbal).

·         Highlevel of accuracy and attention to detail.

·         Strong organizationaland time-management abilities.

·         Proficiencyin Microsoft Office 365 Suite (Excel, Word, Outlook).

Personal Attributes:

·         Professional,proactive, and able to work with minimal supervision.

·         Integrityand ability to handle confidential information.

• ·         Teamplayer with a problem-solving attitude.
  

Benefits

• Attractive salary
  
• Training opportunities in skill acquisition
  
• Staff medical scheme