Account / Admin Manager at Creatrix Empire

Key Responsibilities

Customer Invoicing and Receipting:

• Invoice customers on a timely basis.
• Capture debtors’ payments.
• Issue customer statements on a monthly basis.
• Follow up on overdue debtors’ accounts.
• Ensure all suppliers invoices are appropriately authorized for payment, and captured daily.
• Make supplier payments in accordance to instructions from Management

Reconciliations of Key Accounts:

• Reconcile all bank accounts on a daily basis.
• Conduct monthly reconciliations of all accounts to ensure their accuracy.
• Ensure all statutory returns are accurately submitted on due dates once they have been reconciled.

Payment and Financial Transactions Processing:

• Prepare vouchers and cheques for the release of funds and procure logistics as approved.
• File payment vouchers and receipts and keep soft copies of all payments and receipts using Excel or any accounting software.
• Ensure maximum compliance of tax laws, especially with withholding taxes in all purchases.
• Ensure the prompt and accurate processing of income and expenditure transactions.
• Ensure that the purchases and payments, and credit control systems are kept under regular review, and recommend and implement improvements.
• Ensure that the organization’s income is promptly collected, accounted for and secured.
• Process employees pay in accordance with administrative requirements.

Budgets and Financial Statements:

• Assist in preparing and maintaining annual budgets.
• Prepare monthly financial statements and reports as required.
• Calculate and issue financial analysis of the financial statements.
• Maintain an orderly accounting filing system.
• Comply with local government reporting requirement.
• Provide information to external auditors for the annual audit.

Other:

• Capture and reconcile petty cash accounts.
• Provide clerical and administrative support to management if required.
• Produce balance sheet, profit and loss and project summary reports as required by the Management.
• Follow up outstanding debts, maintain records and provide reports as required.
• Ensure that all financial records are accurate and timely for end of financial year audits.
• Assist with office projects from time to time – providing specific book-keeping support, research and report writing, etc.
• Comply with general office policies, procedures and all legal requirements.

General Administration:

• Undertake all recruitment and selection-related administration including advertising, managing recruitment inbox, scheduling interviews and liaising with applicants.
• Monitor and track completion of activities such as induction programs and probation reviews, and undertake administration-related to cyclical people activities such performance reviews and salary advancements.
• Prepare employment contracts, letters, new employee packs, induction packs, and other HR documents and correspondence.
• Co-ordinate training and development requirements, make course bookings, liaise with attendees and facilitators, and manage and track attendance.
• Maintain all staff records, files, registers and databases, as well as HR forms.
• Manage internal and external enquiries, respond to information requests and maintain information flows with business areas.
• Administer employee allowances and reimbursements.
• Co-ordinate administration of Work Health and Safety matters and related activities.
• Maintain effective relationships with internal and external stakeholders.
• Perform administrative tasks associated with meetings including minute taking, record keeping of attendance and dissemination of minutes.
• Supervise the Interns, office assistant, kitchen staff and cleaners and be responsible for their overall direction, coordination, and evaluation as well as addressing complaints and resolving problems.
• You may need to perform other reasonable duties which are not listed in this position description from time to time to meet our business and operational needs.
• Perform other duties as assigned by the Management.

Required Qualifications

• Formal accounting or book keeping qualifications (HND or BSc. preferred).
• Record keeping practices and training, or related job experience of minimum one year in similar position.

Other Selection Criteria (skills, knowledge and experience):

• Good numerical and analytical skills.
• Competency in using Word, Excel and payroll software.
• Sound organizational and time management skills
• Ability to evaluate, analyze and take critical decisions.
• Attention to detail and the ability to organize complex information neatly and accurately.
• Highly motivated with an ability to solve practical problems and follow written, verbal or other instructions.
• Demonstrated ability to prioritize and meet deadlines.
• Tactful and discreet at all times.
• Excellent oral and written communication skills.
• Superior interpersonal skills and in particular skills in building positive working relationships with a wide range of people.
• Working mastery of computer programs including Microsoft Word, Power Point and Excel, and familiarity with client management systems.
• Understanding of the challenges, importance and issues of working within administration.
• Demonstrated time management and organization skills including ability to multi-task; prioritize, and a willingness to keep up to date on all relevant technology changes undertaking training as required by the position.
• Natural problem-solver; willing to initiate and lead in unpredictable circumstances.
• Ability to evaluate, analyze and take critical decisions.
• Keen attention to detail and the ability to organize complex information neatly and accurately.
• Highly motivated with an ability to solve practical problems and follow written, verbal or other instructions.
• Demonstrated ability to prioritize and meet deadlines.
• Tactful and discreet at all times.
• Sharp analytical and critical thinking skills.
• Demonstrated communication skills with an ability to remain calm under pressure particularly when responding to people who may exhibit difficult behaviours or have poor communication skills.
• Knowledge of principles and techniques employed in effective office administration and management.
• Ability to make independent decisions as well as to prepare reports and statements.