Office Manager

2 weeks ago


Cape Town, Western Cape, South Africa Silk Road Consulting (Pty) Ltd Full time

Title:
Office Manager

Place of work:
Cape Town, CBD

Reporting to:
FM and Assistant FM

Responsibilities:

Administrative Support

  • Perform general administrative tasks, such as filing, copying, sourcing signatures and scanning.
  • For example:
  • Ensure that the filing of all resolutions and invoices relating to trust payments are filed.
  • Ensure that filing relating to all payments and receipts in the group are filed and corresponds to
bank statements.

  • Filing of bank statements, custodian statements, fund statements & letters.
  • Ensure that all necessary benefactors documents are filed, such as IT144's and section 18A
receipts, as well as arranging signature of the same.

  • Co-ordinate and take responsibility for the circulation of documents for signature on Adobe Sign
  • Report on the status of such signatures in an orderly manner.
  • Assist with general document preparation, formatting, and editing.
  • Providing service providers with any information, documents, and statements.
  • Maintain FICA / KYC Master file and ensure that all FICA / KYC documents are up to date.
  • Review FICA / KYC requests from the banks and compile information to be submitted for review by
managers.

  • Compiling group structure diagrams from time to time with instruction from your manager.
  • Confirming banking details with third parties
  • General liaison with service providers.

Data Capturing & Financial Administrative Support

  • Data capturing which shall include, but not be limited to, the following:
  • Capture balances in Excel from various online banking platforms.
  • Download CSV format bank statements from local & offshore accounts and copy them into
Excel

  • Capture share account balances in Excel from various custodian platforms.
  • Capture CIPC directorship details in Excel or exporting information from Windeed.
  • Capture share and fund units price data in Excel.
  • Monitor all refunds and payables of administrative or office expenses, amongst others, within the group
and ensure that they are settled accordingly.

  • Collating necessary supporting documents (invoices & banking details) for offshore payments and for
review. Capturing beneficiary information in payment requisition forms.

  • Capturing beneficiary details on online banking profile for approval by managers.
  • Corresponding with service providers regarding cash balances and ensuring it is captured correctly.
  • Complete and collect proxy voting forms. Correspondence with custodians and managers in this
regard. Populating the number of votes data in Excel.

Office Support

  • Handle incoming and outgoing mail in the general inbox and couriering packages.
  • Maintain office supplies and equipment, and coordinate maintenance as needed.
  • Submission / compilation of payment requests related to office administration.
  • Assisting travel agents with travel arrangements for principal members.
  • Assisting with any family related matters or requests.
  • Greet guests, offer & purchase them refreshments.
  • Organise social events for staff and office parties.

Qualifications & Experience

  • Office Admin diploma or Matric
  • 3 years+ Office admin experience
  • Excellent interpersonal skills
  • Analytical and attention to detail
  • MS Office (Excel)
  • Adobe Sign, Dropbox
Kindly send your CV with motivation to

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