Administrative Assistant

3 weeks ago

Durbanville, South Africa West Coast Personnel Full time

Published
- November 27, 2023
- Location
- Cape Town, Durbanville, South Africa
- Category
- Business
- Job Type
- Part-time
- Salary Type
- Monthly Salary
- Salary
- R13,500 per month

**Description**:
Job Title: Administrative Assistant (Half-Day Position)

**Salary**: R13,500 per month

Location: Durbanville

**Job Description**:
We are currently seeking a dynamic and organized Administrative Assistant to join our team. This half-day position involves providing comprehensive administrative support to the General Manager and ensuring the smooth operation of office functions.

**Responsibilities**:

- Act as a Personal Assistant to the General Manager.
- Serve as the Office Administrator with a focus on maintaining efficient office operations.
- Report directly to the General Manager.

**Duties**:

- Keep all filing systems (soft and hardcopies) up to date on a monthly basis.
- Collect post from the post office every 2nd week.
- Maintain daily timesheets and a monthly timesheet summary for staff.
- Create and maintain templates.
- Manage and update staff leave summaries monthly.
- Maintain distribution lists on the website and SharePoint on a monthly basis.
- Update VC nominations as required.
- Prepare, process, and file payment requests, maintaining reconciliations as necessary.
- Process payments to creditors and file all related documentation.
- Check all expense claims and submit them to the General Manager for payment.
- Invoice customers on Sage.
- Invoice sponsorships received for events on Sage and update reconciliation.
- Invoice annual participation fees on Sage.
- Address queries regarding accounts and invoicing.
- Prepare bank statement postings for accountants.
- Generate Management Account reports from Sage once accountant postings are checked.
- Send out statements to all outstanding debtors at the beginning of each month.
- Prepare Income vs Expenditure summaries for events.
- Prepare a monthly report comparing budgeted vs. actual expenses.
- Generate a monthly cashflow report.
- Advise accountants of monthly salaries, allowances, and staff leave by the 22nd.
- Monitor the Debtors age analysis report.
- Ensure the validity of confirmation of banking details documents and tax clearance certificates.
- Process supplier registrations.
- Prepare for the annual audit in January.
- Coordinate all travel arrangements, including flights, accommodation, and car hire.
- Manage the General Manager's diary.
- Assist the General Manager with any additional duties as required.
- Attend office meetings and other required meetings.
- Prepare VAT reconciliations as required.
- Update Petty Cash reconciliation.
- Adhere to all company processes and ensure operational processes are followed.

Application Process:
A recent photograph.

Your residential address.

Date of birth (DOB).

Notice period.

Current/last salary.

Mode of transport.

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