Pa / Office Manager

4 weeks ago


Somerset West, 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 up-to-date
- 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
- Follow-up 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
- Follow-ups 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 up-to-date
- 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 up-to-date
- 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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