Summary
Overview
Work History
Education
Skills
Interests
Timeline
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Geraldine Heuer

Administration Officer
Windhoek,Namibia

Summary

Dynamic and results-oriented professional with extensive experience in office administration and accounting, honed at O&L Group of Companies. Excelled in account reconciliation and streamlining invoice processing. Demonstrated exceptional time management and professional communication skills, significantly improving client satisfaction and operational efficiency. Delivers proactive support on administrative matters to promote productivity across departments.

Overview

18
18
years of professional experience
2
2
Languages

Work History

Administrative Officer

O&L Group of Companies
06.2023 - Current
  • Maintained filing system and organized customer documents for easy retrieval of information.
  • Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.
  • Handled account payments and provided information regarding outstanding balances.
  • Monitored outstanding invoices and performed collections duties.
  • Maintained accurate records of customer payments.
  • Used data entry skills to accurately document and input statements.
  • Processed vendor and supplier payments on weekly basis.
  • Responded to customer concerns and questions on daily basis.
  • Reconciled accounts receivable to general ledger.
  • Kept vendor files accurate and up-to-date to expedite payment processing.
  • Created improved filing system to maintain secure client data.
  • Collaborated with customers to resolve disputes.
  • Generated monthly billing and posting reports for management review.
  • Entered invoices requiring payment and disbursed amounts via check, electronic transfer or bank draft.
  • Processed payment via telephone and in person with focus on accuracy and efficiency.
  • Maintained accurate records, ensuring timely processing of invoices, payments, and financial reports.
  • Created, prepared, and delivered reports to various departments.
  • Contributed to successful projects by providing essential administrative support and resource management.
  • Provided exceptional support to the executive team by managing schedules, coordinating travel plans, and organizing meetings.
  • Facilitated cross-functional collaboration by acting as a liaison between departments for task coordination and information sharing.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Maintained inventory of office supplies and placed orders.
  • Performed wide-ranging administrative, financial and service-related functions.
  • Followed detailed directions from management to complete daily paperwork and computer data entry.
  • Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
  • Served as corporate liaison for finance, IT, and marketing departments.

Accounts Payable Clerk

Schoemans Office Systems
10.2020 - 04.2022
  • Prepared vendor invoices and processed incoming payments.
  • Reviewed vendor invoices for appropriate documentation and validity prior to payment.
  • Reduced late payment penalties by closely monitoring due dates and managing timely payments.
  • Collaborated with other departments to resolve discrepancies in invoices or purchase orders, promoting smooth business operations.
  • Maintained good working relationships with vendors and resolved disputes.
  • Assisted in month-end closing procedures, ensuring all invoices were processed on time to reflect accurate financial statements.
  • Maintained high level of data integrity by consistently updating vendor information in the system accurately.
  • Maintained accurate financial records by regularly reconciling accounts payable transactions.
  • Streamlined invoice processing by implementing efficient filing and tracking systems.
  • Improved vendor relationships through diligent communication and prompt issue resolution.
  • Increased accuracy in expense reporting by thoroughly reviewing submitted claims and verifying supporting documentation.
  • Aided audit preparation efforts by maintaining organized records and promptly addressing auditor inquiries.
  • Demonstrated adaptability during peak workload periods while maintaining high-quality results and meeting tight deadlines.
  • Improved relationships with suppliers by resolving discrepancies in billing and payments promptly.
  • Streamlined vendor payments, ensuring timely financial operations by accurately scheduling and executing payments.
  • Reduced processing errors, implemented double-check system for all outgoing payments.
  • Mitigated risk of fraud by establishing stringent verification processes for new vendors.
  • Facilitated smoother end-of-month closings by collaborating with accounting team to reconcile accounts payable ledgers.
  • Optimized cash flow management with strategic scheduling of payments to vendors.
  • Reduced environmental impact by transitioning to paperless accounts payable process.
  • Maintained accurate financial records, contributing to successful audits by organizing and filing all accounts payable documents.
  • Contributed to cost savings by negotiating better payment terms with several key suppliers.
  • Enhanced efficiency in invoice processing by meticulously reviewing and matching invoices with purchase orders and receipts.
  • Minimized late fees and interest charges by developing efficient system for tracking payment due dates.
  • Reached out to vendors and customers to verify information and follow up on client issues.
  • Maintained account accuracy by reviewing and reconciling checks monthly.
  • Managed and responded to correspondence and inquiries from customers and vendors.
  • Supported management by processing invoices and documents with consistent on-time delivery.
  • Maintained excellent financial standings by working closely with bookkeeper to process business transactions.
  • Reconciled company bank, credit card and line of credit accounts, investigating, and resolving discrepancies to keep accounts audit-ready.

Accounts Receivable Clerk

AB-InBev
10.2016 - 03.2019
  • Reconciled accounts receivable ledger to verify payments and resolve variances.
  • Submitted cash and check deposits and generated cash receipts to record money received.
  • Prepared and mailed invoices to customers, processed payments, and documented account updates.
  • Responded to inbound inquiries regarding accounts and payments.
  • Collaborated with sales team to resolve billing discrepancies, resulting in improved customer relationships and increased client satisfaction.
  • Prepared billing statements and invoices for customer purchases and recorded transaction date, price and fees to support accuracy.
  • Made outbound calls to vendors and customers to discuss and resolve account needs.
  • Maintained up-to-date customer contact information, enabling effective communication regarding account status and payment inquiries.
  • Reduced outstanding account balances through diligent follow-up on overdue invoices and negotiating payment arrangements with clients.
  • Supported cash forecasting initiatives by providing accurate data on outstanding receivables and expected payments from clients.
  • Coordinated with other departments to ensure accurate application of payments, credits, and adjustments to client accounts.
  • Expedited revenue collection by consistently meeting deadlines for generating accurate monthly statements and timely invoice submissions.
  • Used accounting software to reconcile accounts, track income, and generate invoices.
  • Enhanced financial reporting accuracy by reconciling accounts receivable ledger with general ledger monthly.
  • Contributed to month-end closing procedures by preparing detailed accounts receivable aging reports for management review.
  • Maintained strict adherence to company confidentiality policies when handling sensitive financial data and personal information for clients.
  • Provided exceptional customer service when addressing client inquiries about their account status or billing concerns, building strong, long-lasting relationships.
  • Decreased uncollectible debt by closely monitoring accounts and promptly identifying high-risk customers for management review.
  • Increased efficiency of collections efforts through development of targeted strategies for contacting delinquent accounts.
  • Streamlined credit approval process by conducting thorough analyses of new client applications, reducing financial risk exposure.
  • Posted customer payments by recording cash, checks, and credit card transactions.
  • Assisted in month-end closing procedures, ensuring accurate financial reporting.
  • Followed up overdue payments and payment plans from clients to establish good cash flow.
  • Utilized Microsoft Excel, QuickBooks and Oracle software to manage invoices and payments.
  • Negotiated payment arrangements with customers to establish timely receipt of payments.
  • Reviewed accounts on monthly basis to assess aging and pursue collection of funds.
  • Handled day-to-day accounting processes to drive financial accuracy.
  • Matched purchase orders with invoices and recorded necessary information.
  • Generated invoices upon receipt of billing information and tracked collection progress.
  • Managed and responded to correspondence and inquiries from customers and vendors.
  • Reconciled company bank, credit card and line of credit accounts, investigating, and resolving discrepancies to keep accounts audit-ready.
  • Supported management by processing invoices and documents with consistent on-time delivery.
  • Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.
  • Inspected account books and recorded transactions.

Accounts Assistant

Salt Essential IT
06.2007 - 06.2016
  • Processed payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
  • Supported the accounting team with month-end closing procedures, ensuring timely completion and accurate reporting.
  • Prepared and mailed invoices to customers, processed payments, and documented account updates.
  • Maintained clean and organized files by keeping accounts payable records up-to-date.
  • Performed administrative and clerical duties such as word processing, data entry, faxing and copying.
  • Communicated and resolved disputes with clients regarding outstanding invoices, payments and adjustments.
  • Maintained an organized filing system for easy access to financial documents, improving overall efficiency.
  • Communicated regularly with customers regarding account questions and issues.
  • Provided excellent customer service while handling various billing inquiries from clients, fostering strong client relationships.
  • Contributed to a positive work environment through effective teamwork, communication, and collaboration within the accounting department.
  • Prepared itemized statements, bills, or invoices and recorded amounts due for items purchased or services rendered.
  • Improved cash flow management by monitoring accounts receivable and following up on overdue invoices.
  • Facilitated smooth audits by maintaining accurate records and providing prompt responses to auditor requests.
  • Streamlined invoice processing for improved efficiency and timely payments to vendors.
  • Handled day-to-day accounting processes to drive financial accuracy.
  • Recorded deposits, reconciled monthly bank accounts and tracked expenses.
  • Matched purchase orders with invoices and recorded necessary information.
  • Maintained account accuracy by reviewing and reconciling checks monthly.
  • Inspected account books and recorded transactions.
  • Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
  • Supported management by processing invoices and documents with consistent on-time delivery.
  • Generated invoices upon receipt of billing information and tracked collection progress.
  • Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.

Education

High School Diploma -

High School Rehoboth
Namibia
12-1985

Skills

Scheduling appointments, meetings planning, travel arrangements

Interests

Reading, hiking, networking

Timeline

Administrative Officer

O&L Group of Companies
06.2023 - Current

Accounts Payable Clerk

Schoemans Office Systems
10.2020 - 04.2022

Accounts Receivable Clerk

AB-InBev
10.2016 - 03.2019

Accounts Assistant

Salt Essential IT
06.2007 - 06.2016

High School Diploma -

High School Rehoboth

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Geraldine HeuerAdministration Officer