Denise Swanepoel

Prepare and process timesheets, variations, and payroll data for all New Zealand and Australian staff. Processing fortnightly payroll for all employees, including managing employee leave, deductions and kiwisaver contributions.

Co-ordinate with international payroll providers for processing of international payrolls (UK,EU,USA). Ensure all staff are paid accurately and on time. Respond to client and employee queries in a professional and courteous manner. Maintain accurate and confidential payroll records. Provide high-quality administrative support to ensure smooth payroll operations. Identify opportunities to streamline payroll processes and improve efficiency. Assist in the implementation of enhancements to the payroll system. Preparing and filing required PAYE. Work closely with HR to support timely data flows and record keeping between functions, as well as onboarding or exiting staff. Preparation of regular payroll and leave reporting for the Finance Manager to review. Preparation of the month-end payroll journals and reports. Assisting the Finance Team with external compliance audits and reporting. Other tasks as required. Finance Administration. Management of Company Credit Card Process - Ensure all credit card statements and expense claim forms are issued and completed for processing at month end and in line with policy. Completing bank reconciliations/coding daily. Perform various other general administrative duties as required including leave cover for other team members.

General office duties. Manning reception desk, Answering and transferring calls to the correct personnel; typing letters for the Estate Director – email and filing of these documents; Ordering of stationery, cartridges and other special requirements for all staff. Stocking the office kitchen daily with fresh fruits, bread, milk, spreads, etc; Admin assistance to the greater Finance team; approving and coding invoices; reconciling monthly statements; provide administrative support to all team members within all departments; Coordinating travel requests – flights (local & internationally), hotel reservations, course booking, rental car bookings, etc; Renewal of licenses for vehicle and vineyard plant; purchasing RUC’s for vehicles; Event planning (Harvest party); organise catering for events, meetings etc; Health and Safety – assisting with and upload any training on myOSH; loading new and archiving old employees; Booking of venues, boardrooms; running errands in town when required. Manage security register for FOBs and keys;

Account Payable: processing, authorisation and reconciliation of all invoices received. Ensuring all amounts owing are paid accurately and on time. Month end tasks: bank reconciliations, accounts payable & receivable and credit control – ensuring all bank reconciliations are completed, all credit/debtor statements are reconciled and any discrepancies followed up and resolved. Create and execute payment runs. Student Parent Invoices: responsible for maintaining all financial records fr parents and processing all such accounts in a timely and friendly manner; deal with all parental inquiries speedily and professionally; Accountant support when required: meeting all expectations of the School Accountant.

Assist & provide reporting to plant managers and site operations managers to assist in understanding plant performance and expenditure; raise Purchase Orders – placing orders with suppliers to optimise inventory levels in workshop and avoid inventory shortages; tracking orders ensuring timely deliveries; work with the team to ensure correct accounting treatment and tracking of capital assets; Proactively contribute to improving HACCP (food safety) and health & safety in the workplace; daily bank account reconciliations; monthly management credit card reconciliations; FBT & PAYE payments; running the monthly aged report, investigating and resolving any outstanding balances; Create and execute payment runs, ensuring the creditors are paid the correct amount and invoice, approved, and authorised invoices & vouchers are paid by due dates. Supporting the Finance team in other tasks and projects, as required, to ensure the team goals are met; Provide a reconciliation of the monthly supplier accounts, ensuring that all records match - auditing the account to ensure that no double payments are made and that there are no discrepancies from what was charged to what was received; Produce, print, and distribute reports as required; Customer service function related to any supplier issues; Assist financial management and analysis; Setting up and maintaining supplier accounts; Dealing with supplier queries; Assisting staff with purchase order processing and monitoring their status; Ad hoc tasks and required – Staff Christmas Functions, catering, meetings, events planning etc.

Manage Geraldine High School Canteen. Follow all Libelle food safety policies and procedures; produce food as per daily prep sheets; prepare, wrap, package food; count and bank petty cash + monies daily; account accurately for all sales using the cash register; provide friendly service at all times; maintain a clean & hygienic state at all times- clean kitchen daily; ordering of food and supplies from various external suppliers.

Handling all Insurance Claims – reporting to the Insurers, completing all necessary paperwork, arranging for the workshop staff to take vehicles in for quotations if vehicles are drivable, arranging vehicle hire. Assisting with daily/weekly/monthly costing analysis with all sectors – admin, sites and workshop. Filing and keeping record of all Performance Guarantees. In charge of petty cash – reconciling all slips with monies on a weekly basis. (Masakeni was bought out by an investor before being liquidated and old staff members were given the opportunity to have their positions back – I took it).

Upon receiving campaigns from corporate clients, extracting the information and sending bulk SMS’s to their client database throughout RSA. Assisting corporate clients with any daily/weekly/monthly reports and/or any other queries. (3-Month contract).

General office duties. Manning reception desk, Answering and transferring calls to the correct personnel; typing letters for the MD – email, faxing, posting and filing of these documents; taking minutes at meetings, typing and distributing of these minutes to all staff. Organising and keeping record of access control, diesel usage, diesel control on sites. Booking company vehicles and trucks in for their annual services and/or repairs, following up on the quotations, getting it signed off. Arranging any oils required for the services to be delivered if necessary, getting quotes of any bakkies and/or plant that may need extra work as per the service reports. Capturing vehicle log returns. Ordering of diesel for all the respective sites and main yard, doing dips daily ensuring all we have enough diesel at all times. Ordering of stationery, cartridges and other special requirements for all staff. Capturing attendance registers of all labourers on sites and keeping total of all leave taken during the year. Arranging with DHA Couriers to collect/deliver parcels anywhere in RSA. Ordering of Corporate clothing for staff. Booking and monitoring any small plant/tools gone in for repairs. Recording and analysing of daily costing and production of foreman. Have documents signed, picked up or delivered and buying office goods by office driver. Updating / License renewal of all plant, trucks, company vehicles and MD’s private vehicles yearly. Planning and executing of all staff, client, and year end functions, at our offices or away at other venues in the Eastern Cape, and the boss’ private parties at his home. Sourcing quotations and assisting with purchases of new company vehicles, Organising skytrak fitments, vehicle signage. Keeping record of all plant operators’ info – ID, Driver’s license, medical and competency certificates. Doing all new & upgrading cellphone, 3G Card lines etc @ MTN. Sorting out all fines on company vehicles, getting them reduced, paid and cleared off our name. Attending Tender meetings when required, taking minutes. Assisting with tender document preparation, writing in of tender prices, making copies of document(s), delivering documents in at the tender box of closing day, attending the tender document opening meeting afterwards. Handling Petty Cash and reconciling slips with change at month end. Creditors - issuing Purchase Orders on Pastel based on quotations received. Attaching the invoices to the PO and quote when received. Ensure purchase orders are signed, and attached to invoice before payment is made. Following up on outstanding documentation (collection of invoices/credit notes for data capture). Reconciling creditor statements with all invoices received. Following up on queries, resulting in resolution. Liaising with all suppliers via Phone and/or E-mail or when they visit at our offices. Opening of new accounts on Pastel. Capturing and filing of all documentation on a daily, weekly and monthly basis in a neat and accurate order. Sending expenditure reports to Management on a daily/weekly basis – Pastel costs VS actual costs (final invoices received). Capturing daily costing of all Workshop expenses and sending this information to all relevant parties to monitor / acknowledge their expenditure. Capturing slips for External Hire and raising invoices at month end that are due for payment. Capturing Mechanics’ Job Cards. Many more day-to-day changes and work descriptions being done barring those mentioned above. (Resigned due to company going into Liquidation and no salaries being paid to us without any prior notice).

Same as previously mentioned at MTN above

Answering of telephone, sending and receiving of faxes, assisting clients with information about various trailers, vans or bus hiring. Explaining our services, and signing of contracts when clients are renting a trailer, van or bus. I worked with money when receiving payment for rentals. Following up on outstanding debts of unpaid rentals and making sure these balances received as soon as possible.

Welcoming clients at door, assisting them in any way possible- informing about different specials, cell phones, different packages, prices, stock and other services. Capturing of data/admin work such as upgrades, new contracts, credit vetting clients for contracts, capturing all the customer’s details into the system. Answering switchboard, assisting clients with necessary information requested, transferring calls to the correct people in the correct departments, receiving and sending important messages, emails and faxes. Also did the capturing of switchboards statistics as well as sending and receiving Berco packets to the correct Service Centres and/or people identified. I also have front counter experience, booking technical faulty cell phones in for repairs or booking repaired cell phones out for customers when they are collecting.