Office Manager Required

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Description

**Job Title: Office Manager **

**Overview:**

We are seeking a highly organized and detail-oriented individual to join our team as an Office Manager with a focus on managing invoicing processes. The ideal candidate will be responsible for overseeing day-to-day administrative tasks, managing office operations, and ensuring the smooth functioning of our workplace environment. Additionally, this role requires proficiency in invoicing and billing procedures to ensure timely and accurate processing of invoices.

**Responsibilities:**

1. **Office Administration:**

- Manage daily administrative tasks including answering phones, responding to emails, and handling correspondence.

- Maintain office supplies inventory and ensure necessary items are stocked.

- Coordinate office maintenance and repairs as needed.

- Oversee office equipment and ensure proper functioning.

2. **Invoicing and Billing:**

- Generate and process invoices accurately and in a timely manner.

- Verify billing data accuracy and resolve any discrepancies.

- Track outstanding invoices and follow up with clients for payment.

- Collaborate with the finance team to reconcile accounts and resolve billing issues.

- Prepare reports on billing activities as needed.

3. **Vendor Management:**

- Coordinate with vendors for office-related services and supplies.

- Negotiate contracts and agreements with vendors to ensure favorable terms.

- Review vendor invoices for accuracy and approve for payment.

4. **Records Management:**

- Maintain organized filing systems for invoices, contracts, and other important documents.

- Ensure compliance with record-keeping policies and procedures.

- Assist in document retrieval and record archiving as necessary.

5. **Office Coordination:**

- Schedule and coordinate meetings, appointments, and events.

- Arrange travel accommodations and itineraries for staff when required.

- Assist in onboarding new employees and facilitate orientation processes.

**Requirements:**

- Proven experience in office management or administrative roles.

- Strong proficiency in invoicing and billing processes.

- Excellent organizational and time management skills.

- Attention to detail and accuracy in data entry and record-keeping.

- Proficient in MS Office suite (Word, Excel, Outlook).

- Excellent communication and interpersonal abilities.

- Ability to multitask and prioritize tasks effectively.

- Experience with accounting software (e.g., Sage) is preferred but not required.

**How to Apply:**

Please submit your resume and cover letter outlining your relevant experience and why you are a good fit for this position to info@medellin.co.za


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Joash Kisten
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