Introduction
The client is in the information technology industry.
Description
BankingUpload and reconcile bank statements on XeroAsk for CEO's assistance with unreconciled bank itemsLoad payments on FNB online banking portalRefundsMonth end Supplier paymentsStock purchasesForward proof of payment if neededLoad collectionsDownload and print bank confirmation letter if neededAllocate forex payments on credit card to Wise-Sync and ConnectWiseCheck bank reconciliation report at month end
EmailsReply to emails from staff membersReply to emails from suppliersReply to emails from customersFollow up on outstanding enquiries from staff, customers and suppliers
CustomersCapturing down payments on ConnectWise and update RECON spreadsheetCapture credit notes on ConnectWise and Xero after it was signed off by the CEOMonday customer billingMonthly renewable billingAzure billing 25 - 24 of each monthMonth end billing on the 1st of the month for supportSend statements to customers on 1st of monthPayment reminders of outstanding accounts to customersUpdate client records when needed on ConnectWise and XeroInvoicing of O365 prorate billingInvoicing of hardware and software invoicesUse Accountability portal for debt collection, credit checks etc.Domain renewal invoicingFollow up with Clients when BO (Blanket Order) number is expired to get new one to add to their agreements
Wise SyncCheck that customer invoices have a PO (Purchase Order) number on it if applicableOverride the down payment on the customer invoice if applicableRemove down payment invoices (not prepayment invoices) from Accounting Interface before syncingOnce synced into Xero from ConnectWise, check GL (General Ledger) code on supplier and customer invoices before approving them
SuppliersCheck that supplier invoices are issued correctly with correct company name, billing address and VAT numberPost supplier invoices daily on receipt thereofThird party/subcontractors - add ConnectWise service ticket to supplier invoice to ensure that support desk captured the job card from supplierCheck that each customer is billed on ConnectWise (Agreements - Additions) when comparing the invoice from recurring supplier invoicesCreate a comparison report on Excel with charges to customers to see that customers are billed correctly, and a profit margin was addedForward monthly supplier statements to Hubdoc before the 7th of the month.Reconcile each supplier statement before the 7th of each month.Ensure each supplier invoice is linked to a purchase order and customer invoice and markup was added on supplier invoiceKeep LTE sheet updated for techs with SIM numbers
ADCO (Advisory Council Meeting)Completion of stats on MAKH on Monday afternoons and update your notes for Division 3 (Tuesday of previous week to Monday of current week)Division 2 weeklyDivision 2 monthlyDivision 3 weeklyDivision 7 weekly (CEO)Division 7 monthly (CEO)ADCO meeting at 07h30 every Tuesday regarding weekly statsUpdate the ADCO notes during the meeting as well as the staff up and down Excel sheetFollow up on “things to do” identified during the meetingSend the Managing Directors monthly stat figures to him by the 7th of the following month
Infinitech and ICT GlobeCapture VOIP invoice and pay VOIP on receipt thereof (between 1st and 7th of the month)Invoicing of Clients by accessing the Porta Billing portalDo a manual payment for Clients on the VOIP portalCapture VOIP invoices and pay VOIP with month end suppliers (between 22nd and 25th of the month)Access on Ninja portal for voice usageDo a manual payment for customers on the Ninja portal
Commission/RebatesCheck advisory commission and forward to Managing Director and CEO by the 22ndCapture the commission received from on XeroKeep the rebate sheet updated for the CEO
GeneralAssist with completion of credit applicationsAssist Reception with monthly shopping for office supplies, stationery, and cleaning productsTelephonic enquiriesAssist CEO with financial information when requestedAttend meetingsKeep updated company records on handMonitoring monthly expenses e.g., printer usage and rentLet CEO know in advance when BEE certificate is going to expireGet tax clearance certificate and Letter of good standing from Auditors
FilingCompany recordsBank statementsCollectionsSupplier credit applicationsSupplier monthly statements and reconSales packsFinancial Statements
Procurement ProcessReceive customer quote and sales order, purchase order, quotes from suppliers in an email from sales personnelLoad supplier payment if COD (Cash on Delivery) and forward POP (Proof of Payment) to ReceptionOn receipt of supplier invoice, Reception will send a Teams message to inform you to do billingSync customer invoice and PO (Purchase Order)Check draft supplier invoice in Xero to see that GL (General Ledger) account is correct, if you are not sure, check individual item to ensure that it isn't posted to “COS - Hardware and Software” or “Hardware and Software Sales”Approve the bill and make sure the electronic invoice from the supplier is added to the billDraft customer invoice: add PO (Purchase Order) number if needed and change due date to payment terms of customer
Recon Folder:Update the recon sheet on receipt of sales packUpdate supplier payment date on receipt of POPCheck that the down payment was created on ConnectWise and that the invoice number was added to the sheetAdd customer invoice number to sheet on completion of the orderComplete the filing for the electronic version of the sales packCheck that the recon for the sales pack from Reception is correct and that there is a profit on the sale
Month endSend report to the accountant on the 28th of which suppliers need to be paid on month end, credit card payments and debit orders. Load for payment on approval from the accountantPrint inventory list from Xero on the 1st and check that it is correct.Send age payables report to the accountant on the 5th with notes regarding supplier accounts.Send the O365 prorate billing invoice for the month to Clients.
ReportingSend daily turnover figures to EXCO. (Executive Council)Send comparison of rent for previous month and this month to the CEOSend comparison of monthly collections for previous month and this month to the CEOSend printer usage for each staff member for the month to the CEO from MinoltaSend month end reporting to the accountant