Job Title: Office Administrator/Admin Clerk
Company:InspHired Recruitment Solutions
Job description: Our client in the Financial Service industry is currently looking for an Office Administrator/Admin Clerk, in Stellenbosch, Western Cape.Responsibilities:
- Administrative 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 organization of events, meetings, or company activities.
- Ensure the office environment is tidy, organized, and safe.
- Recordkeeping 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.
- Organize and manage company documents, ensuring they are easily accessible when needed.
- Manage the client onboarding process which includes:
- Completion of Nolands Stellenbosch 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 master data and submit it to the 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 Nolands SharePoint.
- Customer/Client Liaison:
- Greeting 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 package
- Perform any other reasonable task required by the company.
Requirements:
- High school Diploma or equivalent.
- Additional Certification in office Administration or a related field is a plus.
- Previous experience in an administrative role or office environment.
- Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Familiarity with office equipment (printers, scanners, fax machines, etc.)
- Key Competencies:
- Strong organizational 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.
Remuneration:
- Up to R10000 per month.
Expected salary: R10000 per month
Location: Stellenbosch, Western Cape
Job date: Sat, 16 Nov 2024 08:52:25 GMT
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