Job Summary

The candidate’s role will be to ensure the business runs smoothly and all administrative matters are managed effectively.

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

One shall report to The Head of The Design Gallery.


SALARY: 50K


Duties

  • Sales Operations 
    • Once orders are confirmed, ensure all documentation is signed off including order confirmation, drawings, T&Cs issued etc
    • Files for clients are created and is done adequately and secured to maintain confidentiality
    • Processing client invoices and sales
    • Producing client statements
    • Payment follow up as necessary
    • Ensuring payments are done as per terms and on a timely basis
    • Maintain company controls
    • Protecting the company’s interest to ensure financial viability and stability
    • Coordinating and aiding other teams to ensure client satisfaction and successful execution of projects
    • Participating and assisting in marketing events, launches and exhibitions 
  • Local Suppliers
    • Managing procurement process for local supplies
    • Receiving supplier deliveries as necessary
    • Checking and processing all paperwork
    • Managing creditors accounts and ensuring payments are made accordingly
  • Import Suppliers
    • Liaising with management and suppliers to manage importation and documentation process
    • Working with clearing agents to manage importation process on goods arrival
    • Liaising with Logistics & Installation team to co-ordinate delivery of goods
  • Accounts & Administration
    • Inputting entries into accounting system to track sales, expenses and other entries
    • Reconciliation of bank accounts
    • Producing reports necessary for management on frequent basis as required
    • Preparing ad hoc reports for management and team for actions
    • Preparing and filing statutory reports as necessary
    • Handling petty cash, cheque payments and banking as necessary
    • Maintaining financial controls and security 
    • Maintaining staff records, leave management, welfare
    • Ensuring the Design Gallery team is aware of and adheres to company guidelines, policies and management directives
    • Processing of payments including payroll and wages
    • Liaising with other units of the Group to ensure co-ordination and smooth information flows
    • Assisting management in other activities as required to ensure smooth running and success of the business


Qualifications

  • Education: Diploma/ Bachelors in business management or a related field.
  • Have CPA knowledge
  • You speak and write fluent English
  • Organizational skills: you can assess different tasks and proceed according to priorities; you are able to plan ahead in order to ensure daily workflows are respected, you are able to work in close cooperation with your (administrative) colleagues
  • You can keep a clear overview of the work to be done, even in busy times.
  • You are orderly.
  • You can deal with (confidential) information with the utmost discretion.
  • You can perform accurate data entry.

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