Accounts Administrator / Reception  (Accounts Administrator)

• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
• Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
• Maintained personnel records and updated internal databases to support document management.
• Established an organized filing system that streamlined document retrieval and reduced misplaced files.
• Created seasonal menus using local ingredients to lower costs while improving quality.
• Maintained sanitation standards to ensure a clean work environment.
• Plan and prepare wholesome, nutritious snacks and lunches for all students, ensuring strict adherence to dietary requirements and allergy considerations while promoting balanced, healthy eating habits.
• Coordinate and support school-hosted special events, including menu planning, food preparation, sourcing quotations, and liaising with suppliers to ensure seamless and well-executed occasions.

• Prepare and distribute account summaries and invoices monthly, quarterly and
• yearly reports to clients.
• Provide required information and documents to clients.
• Provide support and assistance to other management teams.
• Develop liaison with client service and collection department to provide required information and acquire necessary documents.
• Revise and distribute contractual referrals.
• Provide feedback to management on areas of improvements.
• Collaborate with clients to identify and implement value added services.
• All account related duties: invoicing, crediting, statements, recons etc.
• Ad-hoc office duties

• Management of creditor base – ensuring timeous payment and planning
• Processing of all company cashbooks
• Payment and receipt allocations
• Monitor, complete and submit payment requests for approval
• Management of petty cash
• Input relevant information into relevant computer/ software packages, recording accounts payable data for financial analysis and planning
• Produce monthly reports to trial balance
• Ensure statutory payments are made as required
• Management of debtor base – calling for collection and to follow up on due payments
• Full payroll function for +/- 25 staff members
• Extraction of clock-in machine information for processing on payroll system
• Generation of all sales and supplier invoices
• Produce debtor age analysis reports for Sales Administrator
• Managing reception area – booking in vehicles and handling customer collections
• Extract and reconcile daily billing
• Ensure the maximizing of cash flow
• Ordering of inventory for the company
• Handling of Petty-Cash
• Ad-hoc office duties

• Provide general secretarial / administration support to sales executive
• Liaising with other staff regulatory authorities, suppliers and clients etc.
• Responsible for answering & screening telephone calls & face to face enquiries
• Raising purchase orders and arranging invoices
• Maintaining and enhancing the working environment
• Carrying out routine administrative duties
• Dealing with incoming emails, faxes and post
• Promoting a professional image of the company
• Preparing all delivery’s
• To accurately capture invoices in the accounting systems in order to effect payment on time and accurately to Creditors
• Ensure invoices are properly authorized in accordance with levels of authority and allocate it to correct Supplier & General Ledger accounts on a daily basis
• Match invoices against orders on database
• Accurately process invoices in accounts payable and post daily batches
• Payment of invoices
• Sending remittance advices to supplier after completion of the payment run
• Accurately prepare monthly reconciliations of creditors accounts statements against the A/P age analysis
• Accurately reconcile GL and creditors accounts on a monthly basis to make sure that accounts are correctly balanced
• All administrative duties
• All cashier duties

• Manage day-to-day operations of dental office
• Review the office for a neat, professional appearance and make necessary changes
• Check the daily schedule for accuracy and post it in all treatment rooms
• Answer and respond to telephone calls with professionalism
• Review supplies for reception and provide order to the Dr.
• Maintain petty cash
• Maintain a professional reception area; organize patient education materials, etc.
• Manage recall and inactive patient system
• Confirm the next day’s appointments according to protocol and patient preferences
• Schedule patients for efficient use of doctor and staff time
• Check patient quick-fill list to try to fill in cancellation and no-show appointment times
• Collect payment from patients at the time of treatment
• Make follow-up appointments as needed
• Prepare financial treatment plans and present plan options to patient at end of their appointment
• Assist in the treatment room as needed
• Update insurance information on all patients at all times
• Submit treatment plans for predetermination of benefits
• Prepare claim forms for patients with dental insurance
• Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by the Dr.
• Mail or electronically submit claim forms from office
• Assist in the resolution of problems with third-party payers
 

• Greeting, welcoming, directing and announcing customers/clients
• Answer, screen and forward any incoming phone calls whilst providing basic information when needed
• Receive and sort daily mail/deliveries/couriers
• Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges)
• Update appointment calendars and schedule meetings/appointments
• Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
• Follow up on all debtors enquiries received
• Resolving daily debtors queries and ensuring query resolution register is maintained
• Capturing of bank movements
• Daily posting and clearing of the intersystem
• Daily posting and clearing of bank accounts
• Follow-up on debtors related issues and the tracking thereof
• Clearing of intercompany control accounts
• Preparation and distribution of debtor’s statements
• Debtors’ reconciliations
• Maintaining debtors files and supporting documentation
• Daily / weekly / monthly reporting to management on outstanding debtors

• Receive and fill telephone orders for parts. 
• Take product orders from customers. 
• Process sales or other transactions. 
• Fill customer orders from stock and place orders when requested items are out of stock. 
• Gather customer or product information to determine customer needs. 
• Receive payment or obtain credit authorization. 
• Process sales or other transactions. 
• Assist customers, such as responding to customer complaints and updating them about back-ordered parts. 
• Explain technical product or service information to customers. 
• Locate and label parts and maintain inventory of stock. 
• Mark and store parts in stockrooms according to prearranged systems. 
• Arrange delivery of goods or services. 
• Manage shipments by researching shipping methods or costs and tracking packages. 
• Analyze shipping information to make routing decisions. 
• Calculate shipping costs 
• Maintain and clean work and inventory areas. 

• Correspond with customers and confer with co-workers to answer inquiries, discuss market fluctuations, or resolve account problems.
• Respond to customer problems or complaints.
• Document security transactions, such as purchases, sales, conversions, redemptions, or payments, using computers, accounting ledgers, or certificate records.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• File, type, or operate standard office machines.
• File documents or records.
• Perform clerical tasks, such as answering phones or distributing mail.
• Compute total holdings, dividends, interest, transfer taxes, brokerage fees, or commissions and allocate appropriate payments to customers.
• Prepare reports summarizing daily transactions and earnings for individual customer accounts.
• Prepare research or technical reports such as receipts, withdrawal orders, transmittal papers, or transfer confirmations, based on transaction requests from stockholders.