Administrative Assistant, Business Support

Location: Meadowview, Sandton
Time Type: Full Time

Main Purpose of the Role

The candidate will be responsible for full legal liaison function, processing of monthly journals, support with internal and external auditing processes and requirements, reporting, daily and month end reconciliations, generating and distributing client reports, processing client cash allocations, conducting monthly client meetings and ad hoc tasks as assigned. 

Tertiary Qualification 
•    Grade 12

Computer Literacy Level

•    Must be proficient in MS Office (Word, Excel, Outlook, TEAMs etc.)
•    Advanced knowledge of excel formulas 

Additional Computer Skills 
•    Accounting Software Package, i.e. SAP - essential
•    CRM, Futurewave, Delta – Advantageous
•    BI and SAP Business Warehouse experience - Advantageous

Job Related Requirements 
•    Minimum of 2 years prior legal liaison experience essential 
•    Efficient and professional communication skills essential
•    Must be proficient in English (verbally and in writing).  Additional languages will be an advantage
•    High tolerance for stress and be prepared to work extra hours when business needs require
•    Ability to handle high volume workload
•    Emotional Intelligence and maturity
•    Must be results driven and able to meet deadlines and effectively escalate matters to Supervisor and Management
•    Must have the ability to present, interpret and discuss large volumes of data to DSV clients during monthly debtors’ meetings
•    Analytical with a keen eye for detail

Added advantages for the Role 
•    Prior legal liaison experience

Duties & Responsibilities

Legal
•    Manage all legal correspondence between DSV and attorneys or collection agency
•    Updating and maintaining comments on Debtors Modernization for client reporting
•    Timeous escalation of legal /collection risk to Client and Management
•    Create a watch list for directors of default/legal accounts which can be shared with master data
•    Providing feedback to clients concerning legal accounts along with attorney’s recommendations as needed
•    Strong reconciliation and allocation skills
•    Ensuring all closed files are escalated and clearing / write off is prioritized
•    List current accounts that are on dunning level 2 to propose legal handover to client; in the event of client not approving legal handover, request confirmation to write overdue balance off.

Allocations and Journal Entries
•    Prepare and process journal entries line with Internal and Client Authorisation Matrix
•    Process client cash transactions within 72 hours after captured and approved on the register

Banking Detail Masterdata
•    Managing and maintaining vendor banking details
•    Managing and maintaining vendor creation for the purpose of facilitating refunds

Client Debtors Meetings
•    Generate and upload Cube reports for client reporting on respective client Team sites 24 hours before the meeting
•    Generate and upload Powerpoint presentation with agenda points for the month and required PowerBI dashboard information on respective client Teams’ site 24 hours before the meeting
•    Host and record the assigned client debtors’ meetings, create action items based on the minutes and publish it on the clients respective Team sites

Reporting & Administration
•    Generate and distribute daily, weekly and monthly reports
•    Assist in compiling credit risk statistics, trends, and performance dashboards.
•    Maintain accurate filing (digital and physical) of all credit-related documentation.
•    Support internal and external audit processes by providing required documentation.

Other Duties 

•    Assisting with the Asset Register and record keeping of asset movements within the department 
•    Assisting with managing, distributing and ordering stationery and/or equipment
•    Assisting with administrative duties as required by the credit control team
•    Ensure that AR Policies and procedures are enforced 
•    Reduce wasteful tasks in team
•    Continuously strive to improve and streamline processes and implementing controls to safeguard the company against risk.
•    Support compliance with internal and external auditing processes and requirements
•    Business requirements may result in additional or changed duties and tasks in line with current role .  
•    Support with ad-hoc tasks not listed above may be required from time to time

Disclaimer: Due to the high volume of applications received, only shortlisted candidates will be contacted. Should an external candidate not hear from us within four (4) weeks following their application, they should consider their application unsuccessful. Strictly fair and non-discriminatory selection procedures will be followed. We use Affirmative Action (AA) measures in an endeavor to redress the disadvantages in employment experienced by designated groups. Where possible, preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with DSV’s Employment Equity plans. DSV reserves the right to defer or close a vacancy at any time. 

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