Office Administrator

2 weeks ago


Centurion, Gauteng, South Africa The Joblink Full time

Contact person for this position:
Amori Prinsloo

RESPONSIBILITIES

Financial and HR

  • Full debtors' function: Processing of orders, invoices, credit notes, statements, age analysis, debt collection.
  • Capturing incoming payments in cashbook.
  • Petty cash.
  • Creditors: Processing of orders, logistics, ensuring all invoices and statements are obtained and accurate for the accountant.
  • Payment process: Compiling spreadsheets for payment runs and following up on any unpaid payments.
  • Processing forex payments for overseas suppliers.
  • Maintain complete and accurate financial records for the auditors and submit these documents monthly.
  • Compiling annual budgets.
  • Prepare payroll, check expense claims, meet payroll deadlines for processing by accountant.
  • Maintain HR records and administer HR functions (e.g. leave, statutory records for audits and submissions) for small staff complement and contractors.
  • Manage onboarding of staff/contractors.
  • Coordinate learnerships, training interventions
  • Maintain and promote company policies, procedures, contracts etc.
  • Maintain company documentation library.

Administrative

  • Maintain client contracts, annexures, monthly partner billing meetings, purchase orders, etc.
  • Raise invoices per POs, annexures and contracts and monitor contract expiries to flag renewals.
  • Stock management.
  • Drafting of letters and documents to be signed off by management for clients, suppliers and personnel.
  • Review legal documentation, NDAs, contracts etc, to flag any potential problems for legal.
  • Filing and archiving.

Facilities Management

  • Manage office contracts such as cleaners, utilities, insurance and alarm system.
  • Manage leases and lease renewals.
  • Report equipment problems and office building issues.

General

  • Telephone system management.
  • Request quotations from suppliers when necessary.
  • Shipping arrangements.
  • Monthly/weekly grocery and stationery shopping.
  • Data capturing.
  • Occasionally attend client meetings.
  • Switchboard duty if necessary.
  • Adhoc duties where needed.

MANDATORY REQUIREMENTS:

  • Minimum 5 years' administration and bookkeeping experience gained working for an IT company.
  • Matric certificate.
  • Good understanding of and experience with multiple technologies and environments:
  • Pastel/Sage Accounting package
  • Microsoft Office
  • Google Suite
  • Excellent analytical and problemsolving skills.
  • Excellent verbal and nonverbal skills.
  • Selfstarter who can work without supervision and have the ability to work independently in a pressured environment and meet deadlines.

The following will be advantageous:

  • Qualification in Administration
  • Qualification in Bookkeeping
  • Experience reporting to multiple managers

Area:
Centurion

Salary:
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