Accounts & Administrative Assistant

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

KEY RESPONSIBILITIES:

1. CRM & Sales Support

Generate and dispatch accurate customer quotes using SAP Business One.

Verify quotes for pricing accuracy applicable discounts and adherence to company terms.

Convert approved quotes into sales orders and communicate effectively with the Studio and Production teams.

Monitor job progress within the Studio providing proactive updates to both customers and internal teams.

Serve as the primary point of contact for quote follow-ups order confirmations and job status updates.

Liaise with production and dispatch teams to set and manage customer delivery expectations.

Maintain accurate records of quotes sales orders and job statuses within SAP Business One.

Prepare routine reports on sales orders pending quotes and customer follow-up actions.

2. Accounts & Documentation Support

Assist in preparing and dispatching customer invoices accurately and promptly.

Maintain systematic filing of invoices and related financial documents for audit compliance and easy retrieval.

Support the accounts team with customer account reconciliations and follow-ups as needed.

Ensure all documentation meets statutory and audit requirements.

3. Administration & Dispatch Operations

Maintain an organized and professional Dispatch protocol.

Keep all dispatch records and Collection logs accurately.

Maintain a courteous efficient communication with clients.

Liaise with the logistics team in service delivery.

Perform any other ad-hoc administrative or accounting duties as assigned by the Supervisor.

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KEY REQUIREMENTS (PERSON SPECIFICATION)

Education & Professional Qualifications:

Diploma or Degree in Accounting Business Administration Finance or a related field.

CPA Part II or equivalent (or actively pursuing) is highly desirable.

Experience:

Minimum of 2-3 years in a similar role combining accounting administration and CRM operations.

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

Skills & Competencies:

Strong understanding of sales order processing and basic accounting principles.

Excellent customer service and communication skills (written and verbal).

High level of accuracy and attention to detail.

Strong organizational and time-management abilities.

Proficiency in Microsoft Office 365 Suite (Excel Word Outlook).

Personal Attributes:

Professional proactive and able to work with minimal supervision.

Integrity and ability to handle confidential information.

• Team player with a problem-solving attitude.
  

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