BEVALINE ATIENO

Duties and Responsibilities

Accounts Payable and Receivable

Accounts Receivable:

• Generate and issue accurate and timely customer invoices.
• Review and verify invoice details, including pricing, discounts, and terms.
• Follow up on outstanding customer balances and ensure timely payment collection.
• Resolve any billing discrepancies or issues in coordination with relevant departments.
• Maintain customer records, update contact information, and address changes.
• Prepare and distribute periodic accounts receivable reports to management

Accounts Payable:

• Review and process vendor invoices accurately and in a timely manner.
• Verify invoice details, including vendor information, pricing, and terms.
• Coordinate with internal departments to ensure proper approval and coding of invoices.
• Prepare and schedule payments to vendors, including checks, electronic transfers, or other payment methods.
• Reconcile vendor statements, resolve discrepancies, and address vendor inquiries.

Financial Records and Reporting:

• Maintain accurate and up-to-date accounts receivable and accounts payable records.
• Perform regular reconciliations of customer and vendor accounts.
• Prepare and distribute periodic reports, such as aging reports, cash flow statements, and vendor payment summaries.
• Assist in month-end and year-end closing processes, including accruals and journal entries.
• Provide necessary documentation and support for internal and external audits.

Relationship Management:

• Build and maintain positive relationships with customers and vendors.
• Communicate effectively and professionally with internal and external stakeholders.
• Address customer inquiries, resolve issues, and provide outstanding customer service.
• Collaborate with cross-functional teams to streamline processes and improve efficiency.
• Participate in meetings and contribute to discussions regarding financial operations.

Department lead

Leadership and Team Management:

• Provide leadership and guidance to department staff, including hiring, training, and performance management.
• Set clear expectations, goals, and objectives for the team, and monitor progress.
• Foster a positive work environment, promote teamwork, and motivate team members.
• Conduct regular team meetings to communicate updates, provide feedback, and address concerns.

Operational Management:

• Develop and implement departmental strategies, policies, and procedures to drive efficiency and productivity.
• Collaborate with other departments and stakeholders to ensure smooth interdepartmental coordination.
• Monitor and manage departmental budget and resources effectively.
• Identify and implement process improvements to streamline workflows and optimize operations.
• Ensure compliance with applicable regulations, standards, and policies within the department

Goal Setting and Performance Monitoring:

• Define departmental goals and objectives in alignment with overall organizational objectives.
• Establish key performance indicators (KPIs) to measure departmental performance and track progress.
• Monitor and evaluate performance against KPIs, identify areas for improvement, and implement corrective actions as needed.
• Provide regular performance feedback, coaching, and development opportunities to team members.

Communication and Collaboration:

• Serve as a liaison between upper management and the department, conveying information, goals, and strategies.
• Foster effective communication within the department, ensuring open dialogue and information sharing.
• Collaborate with other department leads and cross-functional teams to address interdepartmental issues and achieve organizational objectives.
• Represent the department in meetings, presentations, and discussions with stakeholders and clients.

Communication and Collaboration:

• Serve as a liaison between upper management and the department, conveying information, goals, and strategies.
• Foster effective communication within the department, ensuring open dialogue and information sharing.
• Collaborate with other department leads and cross-functional teams to address interdepartmental issues and achieve organizational objectives.
• Represent the department in meetings, presentations, and discussions with stakeholders and clients.

Office Administrator

Administrative Support:

• Manage and maintain office supplies, equipment, and inventory.
• Handle incoming and outgoing correspondence, including mail, emails, and phone calls.
• Assist in drafting and editing documents, reports, and presentations.
• Coordinate and schedule appointments, meetings, and travel arrangements for staff.
• Maintain accurate records and files, both physical and electronic.

Facilities and Office Management:

• Ensure the office environment is clean, organized, and well-maintained.
• Coordinate office repairs and maintenance, liaising with vendors or building management.
• Monitor and manage office security systems, including access controls and visitor management.
• Oversee office layout and seating arrangements, making necessary adjustments as required.
• Assist in organizing office events, meetings, and employee engagement activities.

Documentation and Record Keeping:

• Maintain and update employee records, including contact information, leave records, and attendance.
• Assist in managing HR-related paperwork, such as onboarding documents and employee contracts.
• Prepare and distribute office-related communications, notices, and memos.
• Ensure compliance with document retention policies and regulations

Data Management and Reporting:

• Compile and organize data, reports, and statistics as requested.
• Assist in data entry and data management tasks using appropriate software or tools.
• Prepare routine reports and presentations, ensuring accuracy and timeliness.
• Analyze data and provide insights to support decision-making processes.

• Duties and responsibilities
• Monitoring cash, M-Pesa, PayPal, and
• PDQ payments, monthly cash counts, and any discrepancies in the cash box
• Oversee the petty cash and disbursement and ensure proper reconciliation and replenish
• Ensure proper physical presentation of receipts
• Help in retrieving documents when required and during financial audits
• Inspect the financial records for any errors of omission from time to time
• Re-perform bank reconciliations, cash reconciliations, and stock reconciliations to ensure accuracy
• Overseeing and ensuring accurate daily, weekly, monthly, quarterly and annual sales cash reconciliation across outlets and time ensuring that this information is passed to the senior accountants
• Reconcile financial discrepancies collect information and maintain good relationships with bankers and banking institutions
• Ensuring that all the sales trackers for the outlets are up to date in terms of all modes of payments matching all the statements received
• Receiving VAT refund requests from customers and ensuring the VAT claim process is followed until they get refunds
• Ensuring that ETR exemption is done for orders that are canceled or items brought back and exchanged
• Contribute to financial and stock audits from time to time
• Stocks take and oversee inventory reports and audit vouchers purchased and redeemed by customers in all outlets
• Product audit when there are discrepancies to determine if the products received and stocked match the product sold report in all outlets
• Receiving new stock, counting, disbursing to the outlets, shelving, making them visible on the website for purchase, and shelving for easy access when ordered by shops and customers
• Provided functional guidance, training, and assistance to lower-level staff
• Dispatching orders to customers and dispatching re-orders to all outlets.

Duties and Responsibilities

• To represent the company during trade fairs and product awareness demonstrations ∙ Arranging meetings
• With potential customers to prospect for new business ∙
• To negotiate terms of the agreement that will lead to the closing of the sale
• Generate sales opportunities by identifying appropriate business targets
• Provide professional and excellent level of customer service to the existing customers
• Proactively recommend items needed by customers to increase customer satisfaction and improve transaction profitability
• Establishing and maintaining partnerships with customers for long long-term growth by developing a record of their location and contacts
• Real-time reporting on competitor's activities market trends and growth opportunities
• Any other duties assigned by the management.

Duties and Responsibilities

• Monitor store levels and place orders as needed
• Review the quality of purchased products
• Track orders and ensure timely deliveries
• Negotiate price, quality, and delivery dates and terms and conditions
• Contact suppliers to resolve price, quality, and deliveries of invoices and receipts required
• Enter inventory data in the computer system
• Verify receipts and confirm purchase contents and ensure orders are complete
• Ensure supplied stocks meet demand
• Create and maintain a detailed inventory list of all incoming, outgoing, and current supplies and take notes on damaged goods during transportation
• Maintain adequate safety, hygiene, and proper arrangement of the inventory throughout.

• Receive phone calls and schedule clients for the day to visit the farm
• Issues receipts and invoices, receipts for the payments done
• Walk clients through the farm and explain to them the varieties of fruits and vegetables grown on the farm
• Guide clients and their families through the farm and help them harvest their vegetables
• Delivery of vegetables and fruits to the weekly subscription customers to the hotels and even homes using a
• Van
• Follow up on pending orders and payments with the monthly and weekly subscription clients
• Ensure cleanliness and sanitation of tables, stations, and service areas
• Ensure food and beverage orders are of a good standard and ensure meals are taken on time
• Inform clients about the day's specials and write receipts for the payments received
• Perform other duties assigned by the management
• Greet and welcome visitors.

• Duties and responsibilities
• Maintained accurate records of financial transactions in alignment with regulatory requirements.
• Update financial spreadsheets with daily transactions
• Collaborated with accountants to prepare quarterly and annual audits
• Supported with monthly payroll and keep organized records
• Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts, and document business transactions
• Procurement of office supplies
• Participated in quarterly and annual audits
• Fostered client accounts
• Aided in preparing payments for employees
• Worked at the reception.