Pa / Office Manager

2 weeks ago

Somerset West, Western Cape, South Africa Helderberg Personnel Full time
administration|office administration|office manager|personal asisstant

Responsibilities include but not limited to:

Calls and timesheets management:

  • Daily timesheets management
  • Daily call management
  • Preparing timekeeping reports for invoicing
  • Assisting with maintaining data and keeping it uptodate
  • Escalating matters pertaining to time logging to the Team Lead and Service Delivery Manager based on daily timesheets review
  • Ensuring all weekly timesheets are updated with the correct info, reviewing, and approving recons
  • Verifying consolidated time reports

Client agreements management:

  • Ensuring that valid clients' support agreements are in place, monitoring expiry dates and communicating internally as well as with clients
  • Monitoring rates increase due dates and communicating ahead of time
  • Managing monthly support buckets where applicable
  • Preparing Quotes, comms and follow up with the clients
  • Reviewing and updating documents and proposals
  • Followup on documents sign off
  • Managing Purchase Orders
  • Managing our company profiles on
  • Uploading the latest agreements and Purchase Orders to SharePoint
  • Assisting with new clients' onboarding process (submitting all required documents, completing required info on their supplier portals, answering any queries, follow ups)

Client Invoicing:

  • Ensuring that all required timesheet data is available for invoicing where required
  • Issuing invoices, compiling final timesheets, and submitting them via the correct channels for processing
  • Liaising with clients' finance departments in case of any issues
  • Followups on the outstanding invoices and any issues pertaining to clients' approvals and payments
  • Compiling monthly clients' statements and submitting them to clients
  • Keeping track of all clients' invoices, providing accountants with the list of all invoices issued along with physical invoices documents.

HR duties:

  • Assisting with new employees onboarding
  • Communicating with the accountants regarding any staff related aspects
  • Keeping staff records uptodate
  • Managing staff leave data
  • Verifying payroll data (salaries, medical aid deductions, provident fund deductions, standby data)
  • Liaising with brokers regarding company medical aid and provident fund

Office Support:

  • Keeping track of all laptops' movements, preparing IT equipment agreements
  • Preparing draft of standby schedule, comms with Team Leads, required updates and comms with the Team
  • Intercompany invoicing where required
  • Keeping records of all expenses invoices for accounting purposes and submitting copies of invoices to the accountants
  • Compiling a list of invoices due for payment
  • Ensuring all company legal documents are uptodate
  • Assisting with ensuring that we are POPI and PAIA compliant
  • Assisting with ensuring that BEE certificate is in place
  • Assisting with renewals of the company insurance policies
  • Monitoring and ordering stock for the office
  • Assisting with booking any required services for the office
  • Communicating with a Manager in case of new joiners, resignations, requesting new tags for the staff and their vehicles, maintaining the details, reporting any building related maintenance issues

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