Administrative Assistant, Business Support Jobs

Main Purpose of the Role

The role involves managing full legal liaison functions, processing monthly journals, supporting internal and external audits, handling reporting, daily and month-end reconciliations, generating and distributing client reports, allocating client cash, conducting monthly client meetings, and completing other assigned tasks.

Requirements

Tertiary Qualification

• Grade 12

Computer Literacy Level

• Proficient in MS Office (Word, Excel, Outlook, Teams, etc.)
• Advanced knowledge of Excel formulas

Additional Computer Skills

• Accounting software like SAP (essential)
• CRM, Futurewave, Delta (advantageous)
• BI and SAP Business Warehouse experience (advantageous)

Job-Related Requirements

• At least 2 years of prior legal liaison experience (essential)
• Efficient and professional communication skills (essential)
• Proficient in English (spoken and written); additional languages are a plus
• High stress tolerance and willingness to work extra hours when needed
• Ability to manage a high volume of work
• Emotional intelligence and maturity
• Results-driven, able to meet deadlines, and escalate issues to supervisors and management
• Skill in presenting, interpreting, and discussing large data volumes with clients during monthly debtors’ meetings
• Analytical mindset with strong attention to detail

Added Advantages

• Prior legal liaison experience

Duties & Responsibilities

Legal

• Handle all legal correspondence between DSV and attorneys or collection agencies
• Update and maintain comments in Debtors Modernization for client reporting
• Escalate legal or collection risks to clients and management in a timely manner
• Create a watch list for directors of default or legal accounts to share with master data
• Provide feedback to clients on legal accounts, including attorneys’ recommendations when needed
• Demonstrate strong reconciliation and allocation skills
• Ensure closed files are escalated and prioritize clearing or write-offs
• List accounts at dunning level 2 for potential legal handover to clients; if not approved, request confirmation to write off overdue balances

Allocations and Journal Entries

• Prepare and process journal entries according to internal and client authorization matrices
• Process client cash transactions within 72 hours after they are captured and approved

Banking Detail Masterdata

• Manage and maintain vendor banking details
• Handle vendor creation for facilitating refunds

Client Debtors Meetings

• Generate and upload Cube reports for client reporting on respective client Teams sites 24 hours before meetings
• Generate and upload PowerPoint presentations with monthly agenda points and required PowerBI dashboard information on client Teams sites 24 hours before meetings
• Host and record assigned client debtors’ meetings, create action items from minutes, and publish them on client Teams sites

Reporting & Administration

• Generate and distribute daily, weekly, and monthly reports
• Assist in compiling credit risk statistics, trends, and performance dashboards
• Maintain accurate filing (digital and physical) of all credit-related documentation
• Support internal and external audit processes by providing required documentation

Other Duties

• Assist with the asset register and record-keeping of asset movements in the department
• Help manage, distribute, and order stationery or equipment
• Support administrative duties for the credit control team as required
• Ensure enforcement of AR policies and procedures
• Reduce wasteful tasks in the team
• Continuously improve and streamline processes, and implement controls to protect the company from risks
• Support compliance with internal and external auditing processes and requirements
• Business needs may lead to additional or changed duties aligned with the current role
• Ad-hoc tasks not listed above may be required from time to time