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Office administration/Support, Debtors, Creditors, Purchasing, Receipt

Johannesburg, GP, South Africa
R12 000-R15000
November 15, 2017

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Deborah Quna van Niekerk



Marital Status: Single

Dependants: None

Sex: Female

Nationality: South African

Health: Excellent

First Language: English

Second Language: Afrikaans

Date of Birth: 21.09.1978

ID Number: 780-***-**** 089

Driver’s License: Code 08

Residential Address: 7A Vlei Street, 22 Oude Kaap, Glen Marais Ext 11,

Kempton Park, 1619

Contact Number: 076-***-**** or 061-***-****

E-mail Address:

During my career I have mastered many areas critical to being successful and indispensable within my field of experience.

I have become proficient in managing a small office entirely by myself. This has required me to quickly develop certain essential skills.

I have a strong commitment to producing accurate and a detailed quality work. I have an exceptional eye for detail, this has been critical in ensuring that my employers have always been able to rely on me to oversee day to day office duties, with an excellent and efficient level of performance, and to the best of my ability.

I have developed and achieved a high level of proficiency in the following:

• Excellent communication and listening skills

• Flexibility and adaptability

• Analytical, consistent and reliable character

• Comprehensive computer literacy

• Ability to plan and prioritize

• Excellent problem solving skills

• Working well both within a team structure or on my own


Purple Moss Group (Pty) Ltd

Commercial, Industrial and Retail Plumbing Services Company

Location: Shop 56, Corner Van Riebeeck Avenue & 4th Street, Edenvale, Johannesburg

Date of Appointment: March 2013 – October 2017

Position Held: Office Manager Administrator

Duties Included:

Overall Office Management and Administration.

Composing tenders and quotes for Commercial and Private clients.

Using my broad knowledge of industry suppliers and pricing to gain profitable tenders.

Working out costings for invoicing, and capturing onto QuickBooks.

Invoicing clients and sending out Tax Invoices for payment.

Maintaining business communications with our clients. Fostering good relationships and ensuring a personal touch to our service delivery.

Liaising with management and staff with regards to project progression, ensuring customer service satisfaction, and dealing with any customer queries or complaints.

Liaising with our commercial clients within the Corporate and Retails Construction company i.e. Famous Brands Group of companies and Clicks Pharmacies, by drawing up and submitting tenders for new developments, as well as renovations to existing commercial, retail and industrial properties.

Communicating with our Department Heads on site to ensure project plans and job specifications are closely adhered to.

Prepare Health and Safety files for job sites and update accordingly, coordinated with outsourced Health and Safety Officer to ensure all relevant information is recorded correctly.

Monitoring and ensuring that stock and equipment needed meets customer service level agreements and that deadlines are met timeously.

Sourcing quality stock and equipment from various suppliers.

Capturing of customer invoices, sending out monthly statements for payment, and following up to ensure all outstanding fees are brought in when due, and that monthly accounts are paid.

Ensuring suppliers are paid when due and forwarding relevant proof of payment and remittances.

Allocating payments made and payments received.

Reconciliation of various bank statements accordingly on the QuickBooks accounting package.

Updating spreadsheets on a shared drive to correlate with QuickBooks, i.e. Invoices submitted and payments due.

Inputting costings into Project Control Worksheets for jobs in progress to monitor profit margin.

Inputting employee timesheets for salaries at month end, and sending UIF & PAYE to outsourced accountant to be loaded for SARS e-filing.

Issuing staff with UI19 forms whenever necessary, and issuing written warnings when instructed to do so by management.

Filing of customer and supplier invoices etc.

Backing up QuickBooks daily onto shared drive.

Maintaining a high level of communication throughout the business.

Undertaking all reception duties by managing the phones, setting up and scheduling of all appointments as well as job call outs for private plumbing jobs.

Organizing travel arrangements and booking accommodation for staff members for jobs that were to be done in neighboring provinces.

Attending to daily email correspondence.

Order processing of stock.

Ordering of office supplies and printed stationery.

Managing, looking after and maintaining all office equipment.

Sending VAT reports generated by QuickBooks to outsourced accountant for SARS tax returns.

Reason for leaving: Company sold and owners immigrated

Contact: Martin Marks or Sandy Marks

Tel:+44-770*-****** or +27-063-***-****

Completed Bookkeeping Short Course through the University of Cape Town – Certificate attached.

Pauls Gates CC

Manufacturers and installers of driveway gates, and various security systems, and equipment

Location: 48 Vervoer Street, Kya Sand, Randburg, Johannesburg

Date of Appointment: 01/03/2012 - 28/02/2013

Position Held: Service Centre Administrator

Duties Included:

Reception duties – answering and screening incoming calls.

Scheduling appointments with clients either telephonically or via e-mail.

Processing of service cards on internet based customer relations management system to include particular details of service call outs.

Processing of sales orders which were sent to the accounts department for invoicing.

Updating client information on internet based customer relations management system.

Quoting clients based on assessments done by technicians and then scheduling follow up appointments once the relative quote had been accepted.

Liaising with the purchasing department – Ordering of specific equipment for installations, servicing of security equipment and maintenance of various security systems.

Ensuring stock levels for basic call outs were sufficient and that technicians had relevant spares on hand.

Following up with clients ensuring customer satisfaction – Providing an after sales service to existing clients as well as cold call clients.

Reason for leaving: Better offer became available

Contact: Paul or Graham Salvado

Tel: 011-***-****

CMS Coal Marketing Services (Pty) Ltd

Commodity Brokers for industrial Coal Distribution to various manufacturing plants.

Location: Building 2, Clearwater Mall Office Park, Cnr Christiaan De Wet &Millennium Blvd’s, Strubens Valley, Johannesburg

Date of Appointment: 01/04/2008 - 28/02/2012

Position Held: Administration Clerk/Creditors Clerk

Duties Included:

Capturing receipts onto Accpac Windows accounting package; allocating receipts against purchase orders with vendors.

E-mailing or phoning relevant vendors to request daily updated schedules of loads of industrial coal uplifted by outsourced transporters and delivered to various customers.

Creating excel spreadsheets for updating daily schedules received in order to reconcile loads of industrial coal purchased during the course of the month.

E-mailing and phoning outsourced transporters to obtain necessary documentation i.e. delivery notes for commodities delivered to respective customers, either by e-mail or arranging collection of documentation via a courier service.

Checking that relevant customers have been invoiced accordingly for commodities received i.e. that the correct prices and transport rates have been allotted.

Correlating of creditors and ensuring that the necessary vendor documentation has been received for month end payment.

Creating inventory codes to invoice customers – linking the customer, transporter and relevant mine.

General purchase orders – assisting with placing of purchase orders. Following up with transporters if delivery was late or if the load needed to be diverted i.e. transporter needed to upload product from a different mine due to commodity not being available.

Processing customer invoices – assisting with invoicing customers. Ensuring that the price list allocated for that particular month was being used due to price increases in diesel and commodities.

Reason for leaving: Contract ended

Contact: Bernice Barnard or Jennifer Barnard

Tel: 011-***-****

Lancet Laboratories

Internationally accredited pathology laboratory, providing diagnostic pathology services.

Location: First Floor, Napier House, Napier Road, Auckland Park, Johannesburg

Date of Appointment: 01/02/2008 - 31/03/2008

Position Held: Call Centre Agent

Duties Included:

Debt collecting in both an inbound and outbound capacity.

Outbound Call Centre: Making calls to clients in a debt collecting capacity and providing clients with the relevant account details required i.e. e-mailing or faxing necessary documentation.

Inbound Call Centre: Answering the overflow of incoming calls, and assisting clients with relevant account details and required information.

Providing an after sales service so as to ensure the customers satisfaction.

Reason for leaving: Offered a better position that I could not turn down

Contact: Koos Liebenberg or Chrizelda Jack

Tel: 011-***-****

Blue Ribbon Bakeries

Part of Premier Foods Group, producers and distributors of baked products to various chain stores and independent stores.

Location: 120 Sabax Road, Aeroton, Johannesburg

Date of Appointment: 01/09/2007 - 31/01/2008

Position Held: Secretary to General Manager/Procurement

Duties Included:

Capturing of purchase orders on Great Plains accounting package – Liaising with production department and placing orders for production materials with relevant suppliers.

Ordering of airtime for general stores.

Secretarial duties for the General Manager – Announcing visitors, screening calls,sitting in onHealth and Safety meetings andthen typing out minutes of the meetings.

Opening cash sale accounts for store representatives and allocating delivery routes accordingly.

Updating daily spreadsheets to ascertain short returns and damages.

Updating daily drivers log on excel spreadsheet i.e. Departure and arrival times.

Ordering office stationery and various printed stationery.

Reason for leaving: Temporary assignment

Contact: Marius Viljoen or merle Reid

Tel: 011-***-****

Direct Leisure Sports Distributors (Pty) Ltd

Suppliers of various sport and leisure merchandise, to both chain stores and independent stores.

Location: 14 Union Street, Union Park, Alberton North

Date of Appointment: 01/04/1998 - 31/08/2007

Position Held: Purchasing/Administration Clerk

Duties Included:

Capturing of invoices and credit notes ontoAccpac Windows accounting package.

Placing purchase orders with relevant suppliers and manufacturers either by e-mail or fax.

Following up on delivery dates and confirming with the warehouse manager to arrange deliveries with transporters to various chain stores and independent stores.

Receipt entry – capturing stock quantities received, relating to the corresponding purchase order and coordinating supplier invoice for payment.

Internal sales – taking independent orders telephonically and then raising a purchase order with the relevant supplier or manufacturer. Informing the customer when stock becomes available for collection or delivery.

Daily processing of backup reports i.e. invoice batches, receipts and adjustments.

Stock transfer, stock adjustments, creating inventory codes and allocating barcodes.

Capturing stock quantities from physical inventory worksheets for the financial year end stock take.

Printing of inventory reconciliations and then posting the quantities counted.

E-mailing daily sales statistics to the relevant sales managers.

Correlating creditors for payment i.e. tying up Goods Received Notes with supplier invoices.

Updating excel spreadsheets on a monthly basis to include royalties and commissions paid to brand owners and suppliers.

Reason for leaving: Company restructuring due to new management.

Contact: Brett Burnill or Robyn Breytenbach

Tel: 011-***-**** or 072-***-****


Mondeor High – Matriculated 1996


English First Language: B

Afrikaans Second Language: D

Geography: D

History: C

Home Economics: C

Biblical Studies: E

University of Cape Town

Completed a Bookkeeping Short Course 31/10/2014

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