Empire Synergy – Administration and Accounts Assistant

Overview

Empire Synergy (Pty) Ltd is a multi-disciplined entity with five business units which are registered under the company, namely:

• Information & Communications Technology (ICT) – Empire Tech™
• Media & Advertising – Empire Advertising™
• Events Management & Promotions – Empire Events™
• General Commodity Supplies – Empire Distribution™
• Medical Supplies – Empire Medical™

The company deals with ICT solutions, advertising services, event management services, general commodity and medical supplies through the above respective trade names.

Purpose of the Job

To carry out the necessary processes for daily office administration, from documenting information and record keeping in order to ensure accurate internal and external circulation/communication of information to company stakeholders and the production of true and fair financial reports/records that are in accordance with Empire Synergy’s procedures.

• Performing administrative and office support activities for both team members and supervisors
• Front desk coordinator (manage the company’s reception area)
• Undertaking routine office stationery stock counts and procurement thereof from the relevant company stationery suppliers
• Maintain good working relationships with client accounts departments, supplier accounts departments and the relevant company bank personnel
• Schedule meetings for presentations and demonstrations in the company showrooms

• Ensure that beverages such as tea, coffee and meals are arranged for specific office events (i.e. training, conferences, workshops etc)
• Work closely with the Operations & Logistics Assistant regarding border clearing of imported goods and subsequent customs and import duty processing and documentation

• Familiarise, capture and maintain all company accounting records
• Perform all necessary bookkeeping, filing, and clerical duties for the finance and accounting process

• Liaise with the appointed company Chartered Accounting Firm and avail the necessary accounting records/documents on a weekly basis for them to capture and generate monthly management accounts, VAT Returns every two months, yearly Company Income Tax Return and yearly company financial statements
• Undertake daily debtor follow-ups for collection of monies as per company tax invoices. Please note that this is a key success factor in your job portfolio
• Ensure that all company recurring monthly expenditure invoices and respective supplier statements are collected at the end of every month for capturing and prompt payment

• Banking: take all payments received by cash or cheque from clients to the bank to deposit.
• Generate daily financial status reports and submit for review to the Managing Director, Marketing Director, Technical Director and Business Development Manager
• Report regularly to the Managing Director on the performance of debtors and creditors
• Undertake necessary checks on all accounting documentation such as checking for arithmetic errors and seeking confirmation from the Sales Team on the accuracy or correctness of Quotations, Purchase Orders, Costings, Invoicing, and Purchases.
• Prepare and submit the relevant South African Revenue Service (SARS) VAT claims to the local SARS VAT Refund Administration Office

• Handling and issuing out of the petty cash

• To disseminate any relevant information to staff, managers and the Executive Management Team as deemed necessary
• To participate in an annual review of this job description to ensure that it accurately reflects the requirements of the position taking into account the ever-evolving needs of the organisation
• Assist in the required logistics of delivery of goods to clients
• Ensure that all administration pertaining to your job portfolio is up-to-date and filed accordingly

Qualifications

The applicant should have one of the following:

• An Accounting Degree or
• Association of Accounting Technician (AAT) qualified

Experience

The applicant must have at least 2 years postgraduate experience within a similar role

Skills:

• Cost & credit control
• Service excellence
• Internal processes effectiveness
• Computer literate
• Strong verbal and written communication skills
• Attention to detail

Added advantage: proficiency in Quickbooks or any accounting package