Clover: Administrative Officer

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Clover Hiring ADMINISTRATIVE OFFICER

Closing Date: 2023/10/31

Reference Number: CLO231025-2

Job Title: Administrative Officer

Job Type: Permanent

DepartmentSec Distribution

Location: East London, Eastern Cape 

Required Education Level

  • Grade 12 | National Certificate

Summary

Clover has an opportunity for an Administrative officer to join their team at the East London Branch. The purpose of this role is to provide administrative support to the Distribution Admin and Recon Department. 

Requirements

  • Grade 12 or equivalent NQF4
  • Business English: Fluent
  • Computer literacy (Intermediate)

Competencies:

  • Proactive and action orientated
  • Acts with honesty and consistency
  • Maintains high standards
  • Business acumen
  • Commitment and motivation
  • Administrative capabilities
  • Ability to plan and organize

Duties and Responsibilities:

  • Administer Driver Recons
  • Oversee Recon Clerks and assist when needed
  • Process the settled and unsettled routes
  • Ensure correct Route settlements are done daily
  • Check Route recaps for mistakes made by Clerks daily to allows for fixing the same month
  • Do RMA route settlement, check & correction
  • Follow up on outstanding referrals
  • Ensure that all outstanding recons is done daily
  • Follow up on outstanding jobs not received, older than 24 hours
  • Update GRV on system
  • Assign Re-Supply invoices
  • Resolve queries from System Support & Metrofile timeously

Administer Driver Ledger:

  • EFT Payment Allocation control
  • Daily allocation of EFT payments on Bank statement and generate EFT payments journal is done by Ledger Clerk
  • Unallocated payments have been allocated in the same month the payment reflects on the bank statement
  • Debtors Control
  • Verifying the accuracy of invoices and other accounting documents or records
  • Compile & Maintain Accurate Debtors reporting daily i.e. COO Driver DAILY BALANCING
  • Reconcile Customer accounts where outstanding payments are due
  • Generate Statements on Excel & Send final customer statements to Debtors via email for payments
  • Follow up telephonically where the customer has no email
  • Place accounts on HOLD where invoices older than 3 days have not been paid
  • Updated the ACCOUNTS on HOLD Report timeously for reporting to Administrative Manager every Monday
  • Escalate problem accounts to Team Leader to assist in following up
  • Ledger Control
  • Reporting on Outstanding EFT’s is done daily
  • Oversee Ledger Clerks and assist when needed
  • Reconcile and resolve discrepancies on Driver accounts via journal
  • Driver cash short’s are checked and reported to Distribution daily

Administer Cash Office:

  • Receive completed Cash up documentation from Cash office clerks daily
  • Resolve queries from Head office or Administrative Controller regarding Cash office processing

Provide Support:

  • Assist Recon Clerk where help is needed
  • Assist Ledger Clerk when needed
  • Assist Administrative Controller and Admin Manager when needed
  • Assist Delivery managers with queries

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