ANNEBELL MITCHELL

General Manager - Andrew Galvin 076 480 8153

1. FINANCE

• Submitting of all new deals to the banks
• Communicate between bank and reps for any additional paperwork required to obtain approval
• Send out approval with all approval conditions
• Drawing up of contracts
• Sending contracts to reps or via DocuSign for signature to client
• Create group on teams once signed contract has been received
• Create client on BPO and load project with all products onto BPO (new products to be created if not on)
• Sent paperwork to service department/stores for ordering of stock
• Submit and follow up for insurance and landlord waiver once serial numbers have been received
• Invoice deal out, complete contracts and any other documents required for payout and submit to bank
• Once paid out, payment to be extracted from the bank and receipted into Evolution.
• Load deal information onto month end deal sheet with all costs involved
• Loading of all service agreements on BPO for all machines
• Draw up commission sheet for all Comvergence deals and sent to rep

2. CREDITORS

• Double check creditors recons before loading onto the bank for payment to be release
• Deal with suppliers regarding invoices not being paid or any queries that may come up regarding equipment being returned

3. DEBTORS

• Investigate queries to assist debtors department with clients’ accounts
• Do credit notes and re-invoicing for all incorrect invoicing done
• Oversee age analysis for all accounts in arrears
• Printing of age analysis and compiling of all accounts that are to be debited
• Loading of debit orders at month end for about 80% of our clients
• Extract all debit orders from bank account and reconcile with debit orders loaded
• Extract all unpaid debit orders and receipting onto pastel

4. SETTLEMENTS

• Request for settlements when clients or reps request.
• Should client’s request settlement, settlement letter to be done for rental and service on Comvergence side and sent to client.
• Should a settlement be paid, payment to be loaded to the bank and POP to be sent once done.
• Sent cancellations to banks when client’s cancels at the end of term and load ownership invoice for payment.
• Arrange for equipment to be collected and for stock to be returned and contract cancelled on BPO.

5. ADMIN

• Run month end meter readings every month and send out email invoices to clients via BPO.
• Should there be a machine swap done, paperwork to be drawn up for bank and get signed by client. Credit notes and re-invoicing to be done on BPO to swap out machines on client’s account. Then reloading of service agreement on BPO for the new machine.
• Extract stock take sheet every month and sent to stock controller for stock to be counted.
• Once stock has been counted, to load onto stock take on BPO to confirm if there is any write offs. If any variances, this needs to be investigated as to where it has not been allocated or returned. Variances is to be zero.
• Extract reports from BPO and spilt to obtain figures for adhoc and consumable figures for income statement every month
• Load petrol slips for all staff falling under Comvergence onto spread sheet then transfer totals to income statement every month
• Load cellphone billings for Comvergence staff onto spread sheet then transfer totals to income statement every month
• Splitting of all creditors recons into stock, consumables and service billing which gets loaded onto a spreadsheet and then monthly values to be loaded onto the income statement.
• Loading of any payments to technicians, vehicle expenses and any other expenses over and above the normal creditors onto the bank and admin creditors sheet. Sent POP to relevant parties once released
• Obtain all additional figures (salaries, commissions and bonuses) from other admin manager to load onto the income statement
• Extract GL report and sales invoices report out of BPO compare with pastel figures and month end figures and load correct values onto income statement
• Extract and provide accountant with year-end stock value for financial year end
• Do proforma invoices for all Comvergence cash deals
• Update factor sheet and send to reps and update Cloud when there is an increase or decrease
• Update pricing figures of equipment on Cloud
• Deal with any HR requirements for Comvergence staff when required

• Damien Altern (031) 569 4952
• Ordering of stock for MDS
• GRN and invoice of all stock into pastel for MDS
• Extracting all loans and demo machine list on Cube for Biztec and Eurotec
• Correction and re-invoicing of all low billings for Biztec and Eurotec
• Once meter reading has been obtained invoicing of all meter readings to customers for Biztec and Eurotec
• Invoicing of final meter readings for machines collected for Biztec
• Extracting and loading of all service debit orders for Biztec and Eurotec
• Loading and invoicing of all rental debit orders every month
• Invoicing and loading of all first rental and documentation fee for new deals
• Journaling of all first rentals and documentation fee into Cube and Pastel
• Doing of all credit notes for Biztec and Eurotec
• GRN of all stock for Biztec and Eurotec
• Extracting and calculating of all service settlements for Biztec
• Sorting of all invoices and statements at month end for Biztec and Eurotec
• Update of all corporate client schedules by inserting cost per copy, meter readings, invoice numbers and rental amounts
• Calling clients for outstanding amounts on accounts for Biztec, Eurotec and MDS
• Receipting of all payment made by clients into Cube for Biztec and Eurotec
• Downloading bank statements and doing cashbook on pastel for MDS
• Sending of salaries and leave to HVM for payslips to be done for MDS
• Loading of all suppliers invoices for MDS
• Arrange for payments to creditors to be done for MDS
• Extracting of tax report every two months and sending to HVM Accounting for MDS
• Extracting of trial balance once a year and sending to HVM Accounting for MDS

• Bruce Scrimgeour (031) 303 2292
• Drawing up off age analysis every month
• Contacting clients for outstanding payments on accounts
• Drawing up and sending of final notice for payments
• Drawing up of settlements and sending to clients
• Extract debit order list for loading of debit orders
• Receipting off payments and non-payments

• PA to Director
• Sales Secretary and Administration Including:
• Receiving of new deal – open file, check paperwork, open job card on Pastel, send and motivate deals to banks, on approval type out and send insurance and landlord waiver and acknowledgement letter to relevant party
• Do purchase order for ordering of stock and GRV into store once received
• Invoicing of deals
• Credit notes done when required
• Follow up with consultant should any paperwork be outstanding
• Loading of service agreements on Service Cube
• Assisting reps with machine analysis
• Scanning of files onto Mango database
• Typing of contracts and pro forma invoices when required
• Printing of all agreements for sales office
• Ordering of stationery for sales department
• Couriering of contracts for reps
• Supporting reps by contacting their clients when required
• Compiling of recons at month end on all general ledger accounts for accounts payable and receivable
• Extracting reports on transactions of balance sheet
• Extracting of commission ledgers from pastel to compare with commission sheet compiled for every deal done by every consultant
• Commissions to be checked and sent to payroll for payout
• Processing dealer commission when required
• Loading of leave for consultants when required ESS
• Filing of all commissions, GRV, bank statements, recons and attendance register
• Assist stock controller when required
• Assist clients by help solving any problems that may occur
• Loading of price list and all required documents on intranet
• Receipting of bank statements on Pastel

• Tracy Lane (031) 719 5942
• Requesting updated settlement figures from finance houses and typing of cheque request to be sent to head office requesting cheque to settle, which only gets paid once finance house has paid out the deal
• Checking all deal files to make sure that Credit Application is filled in correctly and signed by customer and make sure that all relevant documents are in file for processing of deal
• Filing
• Assisting with invoicing and crediting on Tesseract
• Assisting with receiving and GRV’ing of stock when required
• Supervising of Admin department
• Liaising with creditors regarding Panasonic accounts
• Assisting with accounts payable journals and account 2455 when required
• Assisting with reconciling of invoices and monthly statements for processing of payments when required
• Journaling and reverse journaling of all s-deals and accruals for the month and making sure that month end balance accordingly
• Journaling of settlements should finance house deduct from payout
• Allocating of finance house payouts as well as following up on payouts
• Downloading of Nashua accounts at end of the month and do a journal to this account
• Updating of finance house debtors and allocating of payments on relevant finance house accounts
• Sending of finance house debtors to all managers for documentation and first rentals that is outstanding
• Assisting in typing of split ups when Admin Clerk is not in
• Worked on Windows XP, Office 2003 (Excel, Word & Power Point), JBA and Tesseract

• Typing of sales quotes, letters and faxes for sales consultants, sales managers and general manager
• Faxing or emailing of quotes to clients for consultants
• Quote clients and faxing of quotation and relevant procedure once client accepted
• Data capture of all deals that went through for the month, which includes all information regarding clients and equipment
• Processing al all new deals which includes ensuring all the correct documentation has been collected for all deals
• Sending of credit applications to relevant finance houses
• Once approve to ensure all criteria is met with regards to the finance house, thereafter capturing the figures onto a spread sheet for forecasting
• Filing
• Assisting managers in tasks they requested
• Ordering of stationary that is required for typing of quotes
• Marketing, purchase order that is required
• Organising of functions
• Assisting with invoicing on Tessaract
• Assisting debtors department in obtaining all information required for deals to be paid out.

• Val Marais (086) 12 12 710
• Typing of all written correspondence required by the sales department, both by the sales reps and the regional sales manager
• All sales management reports to be done both in excel format through to graph format
• Preparation of commissions for regional sales manager by deadline dates required by payroll department
• Organisation of all sales and inter-departmental workshop functions, example: weekly meetings, training sessions, month end functions, together with all reconciliation’s required of any expenses incurred
• Own the territory requirements – follow through of all requirements for the driving of this initiative
• Reconciliation of sales department expenses against budget – monthly and year to date
• Screening of regional sales managers calls and a support to answer all incoming calls when busy
• Advertising / printing requirements – liaison with head office, companies involved and payment of such through accounting department
• Minutes taken
• Sales meetings and hearings
• All human resources functions done for the sales department in KZN (leave, acknowledgement of depts., etc)
• Working with Windows 2000 / XP, Office 2000, Accpac and Listener

• Typing and data capturing of quotes
• Data capture all deals for the month
• Salaries
• Processing all new deals, which includes dealing with finance companies and clients
• Filing
• Ordering of stationary that is required for typing of quotes
• Marketing
• Organising of functions
• Working Windows, Office 97/2000 and Maximizer database

• Worked on Plessy and Meridean switchboard

• Answering of switchboard
• Dealing with large sum of cash at a time
• Organising functions for corporate clients

• Running and managing of video shop

• Industry Exposure
• Retail industry