Overview
Admin Assistant Jobs in Bellville, Western Cape, South Africa at Pragma Global
Title: Admin Assistant
Company: Pragma Global
Location: Bellville, Western Cape, South Africa
Job Description
The Administrative Assistant provides operational and administrative support to the On Key Clerk, ensuring the efficient execution of invoicing, debtor management, ERP administration, and client account processes. The role focuses on coordination, data accuracy, document management, and follow-ups to enable smooth financial and administrative workflows within the On Key Software Solutions business unit.
Minimum Requirements
- A Matric (Grade 12) qualification or equivalent.
- Certificate/diploma in Office Administration or related field (advantageous).
- a minimum of 1 years’ experience in an administrative or support role in a corporate environment.
- Exposure to financial administration processes (advantageous).
Duties & Responsibilities
- Administrative Support to the Invoicing Process;
- Prepare invoice packs and supporting documentation for submission.
- Track invoice deadlines and assist in ensuring adherence to billing timelines.
- Maintain accurate filing and recordkeeping of all invoicing documentation.
- Assist in monitoring outstanding purchase orders and follow up with clients where required.
- Purchase Order & Documentation Administration;
- Log and track all incoming and outstanding client purchase orders.
- Assist in requesting PO numbers from clients.
- Maintain an up-to-date PO register for the business unit.
- Ensure all required documentation is complete before invoicing.
- Support vendor application processes and follow up on outstanding documentation.
- Debtors Administration Support;
- Assist with preliminary follow-ups on outstanding invoices.
- Update debtor records with communication notes and payment feedback.
- Maintain accurate debtor reports for review by the Clerk.
- Escalate unresolved queries or overdue accounts as required.
- ERP (Acumatica) & System Administration;
- Capture and update data in the ERP system accurately and timeously.
- Maintain project and client records under the guidance of the Clerk.
- Support daily administrative activities within ERP to ensure process continuity.
- Client & Contact Database Management;
- Maintain and update client and contact information in Acumatica.
- Ensure consistency of contact details across ERP and Helpdesk systems.
- Assist in managing client records, including changes and updates.
- Licensing & Contract Renewal Administration Support;
- Prepare contract renewal documents for submission to clients 2 months before the renewal date.
- After approval from the line manager, submit documents to the clients.
- Monitor responses and follow up on outstanding client feedback.
- Ensure the renewal invoice is submitted to the client timeously.
- General Administrative & Coordination Duties;
- Assist with quotations preparation and documentation.
- Coordinate with internal teams (Finance, Debtors, GSS) for required actions.
- Maintain organised digital and physical filing systems.
- Provide general administrative support to ensure smooth day-to-day operations.