Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Azile Siswana

Office Manager/ Executive Assistant
Randburg

Summary

Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Overview

8
8
years of professional experience
9
9
years of post-secondary education

Work History

OFFICE MANAGER/ EXECUTIVE ASSISTANT/CREDITORS CLERK

EXOSYSTEMS
7 2020 - Current
  • Updated reports, managed accounts, and generated reports for company database.
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Managed office operations while scheduling appointments for department managers.
  • Assisted in recruitment process, conducting interviews and onboarding new employees to promote seamless integration into team dynamic.
  • Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
  • Coordinated special projects and managed schedules.
  • Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
  • Manage dairies and schedules for senior management
  • Served as liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
  • Created, maintained and updated filing systems for paper and electronic documents.
  • Controlled finances to lower costs (Petty cash) and keep business operating within budget.
  • Developed and maintained successful relationships with vendors, suppliers and contractors.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
  • Reported to senior management on organizational performance and progress toward goals.
  • Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
  • Streamlined office operations by implementing efficient filing systems and organizational strategies.
  • Coached new hires on company processes while managing employees to achieve maximum production.
  • Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
  • Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
  • Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
  • Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
  • Developed detailed plans based on broad guidance and direction.
  • Organized travel arrangements for executives by researching cost-effective options while accommodating individual preferences.
  • Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
  • Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
  • Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
  • Transferring calls to relevant departments
  • Act as point of contact among executives, employees, clients and other external partners
  • Replying to emails from customers and forwarding them to the right person
  • Liaising with customers regarding products and queries
  • Liaise with other staff members on behalf of senior management
  • Responsible for doing the company credit card reconciliations
  • Working closely with the finance department handling finance administration
  • Booking flights and preparing itineraries for directors and staff sometimes
  • Ordering company refreshments, groceries, and stationery for the office
  • Reconciling and managing petty cash
  • Assisting with booking car rentals for management sometimes
  • Planning year-end functions for company and setting up meeting rooms for meetings and conferences
  • Booking and maintaining training records
  • Ensuring that all office equipment that is not working is reported and fixed
  • Logging support calls to suppliers when needed
  • Maintaining office printers and scanners
  • Maintain payroll information of staff
  • Collect and review of time sheets and preparation of payroll sheets for third party payroll provider
  • Collect and review expense claims from employees
  • Assist with onboarding of new employees and ensuring they receive their work equipment and keys
  • Assist with staff exiting process and collecting of company equipment when staff leave company
  • Creditors Clerk: Monthly/Weekly Reconciliation, Fixed monthly recording, Invoice Handling, Vendor Maintenance.
  • Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.

ADMINISTRATOR

EXOSYSTEMS
09.2017 - 06.2020
  • Raise invoices and quotes for customers
  • Sending accounts statements to clients when requested
  • Capture all supplier invoices as received for payments
  • Reconcile creditors accounts to vendor statements and age analysis weekly and monthly basis
  • Assist with Processing payments for vendors, house related costs including staff reimbursements
  • Assisting with supplier database maintenance and BEE requirements
  • Allocate payments in payment run timeously to balance to cashbook balances
  • Monitor clients age analysis and follow up with client on invoices that are overdue
  • Compile company NDAs
  • Issue out petty cash and safe keep of the petty cash box
  • Reconcile petty cash every two weeks and ensure by month end it close to float
  • Send remittance advise and proof of payment to suppliers
  • Credit card transactions month end
  • Screening vendor applications and loading approved vendors to the system and updating vendor database and loading new clients in the system
  • Verify bank details with vendors
  • Assist Reconcile with audit queries
  • Attending to telephonic and email queries
  • Filing on daily basis
  • Assist management with personal errands including Personal shopping
  • Act as the point of contact between the manager and internal/external clients
  • Screen and direct phone calls and distribute correspondence
  • Manage diary and schedule meetings and appointments.

RECEPTIONIST

EXOSYSTEMS
6 2017 - 8 2017
  • Operating switchboard
  • Answering calls promptly and courteously
  • Recording messages accurately when staff are not available then distribute messages via email
  • Opening the door and welcoming guests
  • Clients and suppliers; Accepting deliveries
  • Sending off courier parcels
  • Ordering stationery and office supplies
  • Booking of boardrooms
  • Filing, scanning docs into and capturing invoices
  • Typing up documents.

DEBT COLLECTOR

RAINBOW FINANCES
10.2016 - 05.2017
  • Collect arrears on accounts
  • Update customer details
  • Help customers with complaints on goods bought
  • Draw contracts form the archives
  • Remind customers about their 1st instalments
  • Help branches with customer accounts
  • Hand over customers to tracers and attorneys.
  • Worked in call center environment handling manual and automatically dialed outbound calls.
  • Resolved customer disputes and disagreements through professional, calm communication to find mutually beneficial solutions.
  • Maintained consistently high success rate of collecting on overdue accounts.
  • Provided excellent customer service during difficult conversations, empathizing with debtors while remaining firm on repayment expectations.
  • Negotiated payment plans with customers to prevent accounts from entering collections.
  • Delivered exceptional customer service on collection calls and maintained calm and professional demeanor.
  • Collected on delinquent accounts to reduce overdue balances.
  • Enhanced client relationships by providing regular updates on account status and diligently adhering to communication guidelines.
  • Achieved performance goals on consistent basis.
  • Identified and contacted customers with overdue accounts to address payment status.
  • Achieved successful settlements by skillfully negotiating terms agreeable to both parties involved in disputes.
  • Improved debt recovery rates by implementing effective negotiation strategies and maintaining professionalism in challenging situations.
  • Exceeded performance targets for successful debt recoveries, contributing to company''s overall financial stability.
  • Developed strong relationships with customers to foster timely payments and account resolution.
  • Developed rapport with debtors by demonstrating understanding of their situations while clearly outlining available solutions for resolving debts owed.
  • Educated debtors about repayment options, enabling them to make informed decisions while preserving positive business relationships.
  • Conducted thorough research and investigations into debtor backgrounds, identifying assets and potential leverage points for negotiations.
  • Implemented customized payment plans based on debtor''s financial situation, increasing likelihood of full repayments over time.
  • Contributed to team success by consistently meeting or surpassing established performance metrics with professionalism and expertise.
  • Utilized various skip tracing tools effectively locating hard-to-find debtors, increasing opportunities for successful collections.
  • Collaborated with other departments to verify customer compliance with payment plans.
  • Maintained high volume of calls and met demands of busy and productive group.
  • Regularly monitored accounts to identify overdue balances and potential areas of risk.
  • Notified co-signers of delinquent accounts to assist in collecting payments.
  • Maintained detailed records of all collection activities, ensuring accuracy and timely reporting to management and clients.
  • Documented customer payment interactions and account statuses for future reference.
  • Used scripted conversation prompts to convey current account information and obtain payments.
  • Maintained comprehensive knowledge of state and federal debt collection laws, protecting the company from potential legal issues.
  • Verified compliance with relevant laws, regulations and best practices related to customer account management.
  • Collaborated with legal team to prepare documentation for court proceedings, ensuring compliance with regulations and proper representation of the company''s interests.
  • Assisted in training new hires on company policies, procedures, and best practices for effective debt collection techniques.
  • Streamlined collection processes, optimizing efficiency through automation and prioritization of high-risk accounts.
  • Resolved complex cases involving bankruptcy filings or disputed claims by working closely with internal departments and external agencies as needed.
  • Reduced delinquency rates with consistent follow-up calls and persuasive communication techniques.
  • Acted as a liaison between clients and the legal department, ensuring proper communication and timely resolution of escalated accounts.
  • Adapted quickly to changes in industry regulations, incorporating new requirements into daily workflow without compromising productivity or results.
  • Contacted customers to discuss past-due accounts and negotiated payment plans.
  • Maintained accurate records of customer accounts, payments and payment plans.
  • Processed debtor payments and updated accounts to reflect new balance.
  • Worked with customer to create debt repayment plan based on current financial condition.
  • Responded to customer inquiries and provided detailed account information.
  • Listened to customers and negotiated solutions that met creditor and debtor needs.
  • Located customers with overdue accounts and solicited payment in compliance with fair debt collection practices.
  • Analyzed customer financial records to determine appropriate payment plan.
  • Investigated customer credit references and approved credit lines.
  • Established relationships with customers to encourage payment of delinquent accounts.
  • Entered client details and notes into system for interdepartmental access and review.
  • Prevented impending loss and increased profitability by enforcing scheduled collection campaigns, consistently achieving targeted recovery rate.
  • Researched billing errors and discrepancies to initiate corrective action.
  • Generated and distributed monthly customer statements.
  • Monitored customer accounts for payment delinquency and initiated collection efforts.
  • Prepared and submitted legal documents to initiate court proceedings.
  • Deployed automated system tracking and skip tracing to locate hard-to-find, re-located customers.
  • Compiled and analyzed data for review by senior management of loan loss reports to measure portfolio performance.
  • Initiated repossession process or service disconnection upon failure of other collection methods.
  • Developed and documented collection procedures and policies to comply with government regulations.

Education

BACHELOR'S DEGREE IN ACCOUNTING SCIENCE -

UNISA
Gauteng
01.2018 - Current

HIGHER CERTIFICATE IN ECONOMICS AND MANAGEMENT -

UNISA
Gauteng
01.2015 - 12.2016

FET CERTIFICATE IN CONTACT CENTRE OPERATIONS (NQF4) -

DIBANISA
Gauteng
01.2012 - 12.2012

Skills

SAGE one accounting system

Pastel Evolution

Microsoft Office

Focused on execution and results

Model ethics and compliance

Bookkeeping

Operations Management

Billing

Customer Relations

Document Management

Staff hiring

Expense Reporting

Project Management

Payroll Processing

References

  • EXOSYSTEMS, Jenny Helmand, Accountant, +2711 784 4418
  • EXOSYSTEMS, Alexa Terblanche, Managing Executive, +2711 784 4418
  • RAINBOW FINANCES, John Nketsi, Legal Clerk, +2711 534 9000

Timeline

BACHELOR'S DEGREE IN ACCOUNTING SCIENCE -

UNISA
01.2018 - Current

ADMINISTRATOR

EXOSYSTEMS
09.2017 - 06.2020

DEBT COLLECTOR

RAINBOW FINANCES
10.2016 - 05.2017

HIGHER CERTIFICATE IN ECONOMICS AND MANAGEMENT -

UNISA
01.2015 - 12.2016

FET CERTIFICATE IN CONTACT CENTRE OPERATIONS (NQF4) -

DIBANISA
01.2012 - 12.2012

OFFICE MANAGER/ EXECUTIVE ASSISTANT/CREDITORS CLERK

EXOSYSTEMS
7 2020 - Current

RECEPTIONIST

EXOSYSTEMS
6 2017 - 8 2017

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Azile SiswanaOffice Manager/ Executive Assistant