Accounts & Administration Support Officer

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Job Summary

The Accounts & Administration Support Officer will be responsible for the performance of a variety of duties categorized by either financial or administrative support including customer service, posting issuing invoices, posting transactions into accounting system, totaling, verifying and reconciling transactions such as accounts payable and receivable, purchase orders, cheques, invoices, cheque requisitions, and bank statements.

  • Minimum Qualification: HND
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description

We are an Operating Lease and Fleet Management company providing specialized vehicle solutions to blue chip companies. The company provides vehicles to companies for operation use for between two to five years and manages the fleet for the companies.

We also has and independent fleet management operation where it manages vehicles for companies who have already acquired their fleet and require professional fleet management.


Job Summary

  • Fleet Management Support – Monitoring the fleet management software and actioning alerts and warnings and ensuring that all alerts are promptly actioned and closed off, flagging and reporting any discrepancies and generating periodic reports.
  • Administrative responsibilities - include file management, correspondence drafting, and ensuring supplies to the office are managed and maintained.  Administrative duties also include developing and maintaining administrative systems and performing clerical duties, such as word processing, meeting minute taking, scanning and photocopying.

 

Core Competencies

  • Ethics and Integrity
  • Good Attitude and willingness to learn in a new environment
  • Excellent communication Skills (both written and oral)
  • Excellent office management and organisational skills
  •  Able to multi task and manage office diaries
  • Attention to Detail and Problem Solving
  • Accountability and Dependability

 


Job Duties

Administration Support Responsibilities

  • Takes messages, direct inquiries and manage schedules
  • Keeps equipment, and manage petty cash
  • Takes messages and communicates efficiently
  • Provide general business support for all facets of the company
  • File systems development and maintenance
  • Funding program support to Executive Director
  • Word processing and developing proposals. • Leads office and kitchen supply management and inventory controls

 


Fleet Administration Support Responsibilities

  • Load vehicle and equipment details onto Fleet Management (FM)system
  • Correctly load alerts and warnings in FM system to ensure that all prompts come up at the correct times
  • Monitor alerts and prompts on FM system and ensure all alerts a promptly actioned
  • Validate all invoices and work order and Input work orders and expenses regarding vehicles and equipment on FM system
  • Follow up on maintenance, insurance and roadworthy of all vehicles and ensure that action is taken promptly
  • Raise work orders for maintenance and servicing of vehicles

 


Accounts Support

  • Raise invoices for customer payments
  • Verify suppliers’ invoices and validate for approval and payments
  • Manage payments to vehicle dealerships for vehicles and parts
  • Regularly review accounts of issued invoices and follow up on payments
  • Checks other people's work to make sure that their final figures are correct, noting errors and the causes of any miscalculations
  • Validate payment vouchers for all expenses for final approval.
  • Reconcile and provide schedules on invoices and payments received
  • Calculates, prepares and issues documents related to accounts such as bills, invoices, account statements and other financial statementz
  • Code, total, batch, enter, verify and reconcile transactions such as accounts payable and receivable, purchase orders, cheques, invoices, cheque requisitions, and bank statements
  • Prepares cash flow statements and generate quarterly management accounts
  • Liaise with bank on transactions and follow up on banking documentations
  • Prepare VAT, Payee and SSNIT Payments
  • Performs other duties as required.

 


Requirements

  • First Degree  (knowledge in basic accounting is and advantage)
  • Effective writing skills
  • Understanding of basic bookkeeping, accounts payable and receivable
  • Effective communication skills with individuals at all levels of the organization
  • Computer literate, including effective working skills of MS Word, Excel and PowerPoint
  • Ability to adapt to and learn new software
  • Able to work efficiently as a part of a team as well as independently
  • High level of critical and logical thinking, analysis, and/or reasoning to identify underlying principles, reasons, or facts
  • Good organizational, time management and prioritizing skills
  • Attention to detail in all areas of work
  • High level of personal integrity, Strong work ethic, Confident, consistent, decisive personality

 


Work Conditions:

  •  6 months fixed contract (for evaluation of competence and company fit)
  • Permanent contract after 6 months contract
  • Salary – Ghs 1000 during the 6 months contract period

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