Job Title: Half-day Office Administrator
Company:RecruitMyMom
Job description: Job Description :An well-established accounting firm requires a half-day Office Administrator to perform a range of administrative tasks to ensure the efficient operation of the office. The role involves providing general support to staff, maintaining accurate records, managing files, and assisting in office management duties.The Administrator further supports the adherence to corporate governance processes for clients. This role involves assisting with the preparation and maintenance of statutory records, corporate filings, and compliance documentation. Permanent, 8.00 – 13.00 Monday to Friday in office, R10 000 – R13 000 per month.ResponsibilitiesAdministrative Support and General Office Management:Schedule meetings and appointments per request from management.Assist CEO with calendar management.Manage office supplies, placing orders as necessary to ensure continuous availability.Ad-hoc arrangement of courier services.Assist with the organisation of events, meetings, or company activities.Ensure the office environment is tidy, organised, and safe.Record Keeping and Data Entry:Maintain accurate and up-to-date filing systems, both paper-based and electronic.Perform data entry tasks, ensuring accuracy and timely processing of information.Organise and manage company documents, ensuring they are easily accessible when needed.Manage the client onboarding process which includes:Completion of client onboarding templates with documents already received from the client, liaising with the client to complete template in full.Update Greatsoft with all relevant client masterdata and submit it to Operations Manager for approval.Instruction to and follow up with outsourced service providers for the UIF & COIDA registration and all CIPC & company secretarial registrations/activations for new and current clients.Inform tax administrator to action SARS e-Filing profile transfer.Set-up of file structure on SharePoint.Customer/Client Liaison:Greet and direct visitors.Distribute monthly SMS reminders to clients iro EMP201 and VAT201 payment due dates.Secretarial Administration:Ensure that clients comply with their statutory obligations by assisting in the preparation and filing of necessary documents to comply with local and international regulatory requirements.Manage the process and service delivery of outsourced service providers for the rendering of the following services:Registration and deregistration of companies.Prepare and submit amendments to company secretarial information with CIPC.Ensure timely submission of annual returns and beneficial ownership disclosures for different entity types at CIPC and the Master of the High Court.Maintain company secretarial files of clients on Greatsoft.Prepare share certificates for the issuing of new shares and any share transfers.Scanning, converting, filing and storing of confidential documents electronically.Other general administrative duties.Billing:Load Xero subscription fees on Greatsoft for inclusion in monthly invoices to clients.Load CIPC fees on Greatsoft for inclusion in monthly invoices to clients.Weekly & monthly pull unbilled WIP (work in process) report, discuss with Operations Manager and raise invoices to clients.Basic Financial Administration:Assist with basic accounting duties such as processing of bank and other entries on behalf of clients in relevant financial software packagePerform any other reasonable task required by the company.Requirements
- High school diploma or equivalent.
- Additional certification in office administration or related field is a plus.
- Previous experience in an administrative role or office environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office equipment (printers, scanners, fax machines, etc.).
- Strong organisational and time management skills.
- Strong interpersonal skills and a customer-service mindset.
- Ability to manage multiple tasks simultaneously and work under pressure.
- Attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to handle sensitive information with discretion.
- Proactive and able to work independently or as part of a team.
- Basic understanding of accounting processes would be advantageous.
- Experience working on Xero would be advantageous.
- Must have a valid driver’s license and own transport to travel to and from clients as required.
BenefitsHalf-day hours Monday to Friday
Expected salary: R10000 – 13000 per month
Location: Stellenbosch, Western Cape
Job date: Sat, 16 Nov 2024 05:50:42 GMT
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