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Office Administrator

4 months ago

Pietermaritzburg, KwaZulu-Natal, South Africa Igugu Lesizwe Consultants Full time

OFFICE ADMINISTRATOR ADVERT (with financial background)

Purpose of the job:

the incumbent in this role will be responsible for overall office administration as well as basic financial records in liaison with the Financial Accountant.


1. Manage the front desk

  • Responsible for manning the Switchboard and reception area
  • Taking messages and attending to all urgent communication with relevant staff
  • Responsible for ordering, safekeeping of daily office suppliers i.e. stationery and replenishing periodically.
Approval must be obtained prior to all purchases

  • Ensure that the front office is always clean and presentable
  • No old/unnecessary items lying around in the office, everything must be in its place
  • Communicating with internal and external clients on project related issues as requested from time to time

2. Provide administrative support to the office

  • Responsible for setting up staff meetings, taking minutes and circulating to staff when they have been approved.
  • Responsible for maintaining effective manual filing and electronic filing system on the server, Admin folder.
  • Responsible for documentation management for the office filing, opening, and closing of files, archiving, collating, copying, binding, printing, scanning.
  • Responsible for keeping updated contact information of existing and potential clients, partners and suppliers.
  • Responsible for controlling and keeping a record of incoming and outgoing correspondence.
  • Assist the technical team with formatting reports and creating templates, as and when required.
  • Assist in the coordination of purchases for office supplies.
  • Assist in liaising with company suppliers, for example Blue Security, etc as directed by Operations
Manager.

  • Perform any other duties that are related to your role as and when required.

3. Provide financial administrative support

  • Responsible for keeping an accurate record of financial transactions at source (invoices, receipts, delivery notes, purchases made, etc)
  • Responsible for control of Petty Cash
  • Collating accounting/finance documentation for the Accountants
  • Coordinate the process of generating and sending invoices to Clients (as appropriate)
  • Follow up on delayed client payments
  • Processing payments to external stakeholders (suppliers, etc)
  • Process bank deposits, as necessary
  • Identify and address any accounting discrepancies
  • Monitoring of accounts receivable and payable and raise any irregularities with the MD
  • Present monthly accounts from the Accountants to the MD

4. Diary Management (MD) and logístical support

  • Managing diary and scheduling meetings for the Managing Director
  • Responsible for making travel arrangements for the MD, technical staff, booking of flights, accommodation, car hire etc.

5. Tender administration support

  • Maintain an uptodate database of submitted proposals/ tenders and submit weekly to the Managing
Director

  • Provide support with preparation of tender documents/proposals and coordinating with the relevant internal departments and ensuring that they are submitted timeously
  • Support technical team by regularly checking company relevant tenders online and notifying the Projects
Director for approval.

  • Assist in collating supporting information for proposal with JV partners and provide support if needed

Job Requirements

Qualifications:

  • 3 year Diploma in Accounting or similar OR,
  • 3 year Diploma in Administration

Skills & Experience:

  • 3+ years proven work experience in administration, including Accounts administration or similar
  • Good knowledge of bookkeeping procedures
  • Above average working knowledge of MS Excel (using formulas)
  • Solid data entry skills with an ability to identify numerical errors
  • Above average administrative, organizational and timemanagement abilities

Salary:
Negotiable in line with experience

Job Type:
Permanent

Salary:
R7, R8,500.00 per month

Ability to commute/relocate:

  • Durban, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

  • How much exposure or experience do you have in financial administration and what was your involvement?

Education:

  • Diploma (required)

Experience:

  • Administration with financial exposure: 3 years (required)
Application Deadline: 2023/02/12