Administrative Coordinator

1 month ago


Cape Town, Western Cape, South Africa West Coast Personnel Full time
About the Role

We are seeking a highly skilled and organized Administrative Coordinator to support our Managing Director and oversee various aspects of our operations. This is a challenging opportunity for an individual who possesses strong financial acumen, exceptional communication skills, and a proactive approach to problem-solving.

Key Responsibilities
  • Manage company and Managing Director's private accounts, ensuring accurate and timely financial records.
  • Oversee all payment processes, including salaries, supplier payments, monthly bills, and petty cash management, maintaining a high level of financial discipline.
  • Input financial data into Pastel and reconcile cash books and journals, ensuring accuracy and transparency.
  • Collaborate with external accountants to prepare monthly financial reports, providing valuable insights into company performance.
  • Complete Services Seta and Workmen's Compensation documentation, adhering to regulatory requirements.
  • Prepare monthly cash flow forecasts, enabling informed business decisions.
  • Submit and process statutory returns via E-filing and Easyfile (EMP201, EMP501, VAT, and Provisional Tax), ensuring compliance with tax regulations.
  • Perform personal errands for the Managing Director, demonstrating a high level of discretion and professionalism.
  • Manage diary schedules and arrange travel (flights and accommodation), coordinating logistics effectively.
  • Maintain and update the company website, showcasing our brand and services.
  • Liaise with medical aid and insurance companies, resolving any issues promptly.
  • Supervise administrative and cleaning staff, as well as the external IT technician, promoting a positive working environment.
  • Conduct performance evaluations for administrative staff, providing constructive feedback and guidance.
  • Issue warnings and participate in disciplinary hearings as needed, upholding company policies and procedures.
  • Conduct interviews for internal administrative vacancies, selecting the most suitable candidates.
  • Facilitate staff training and induction processes, enhancing employee development and engagement.
  • Monitor and manage the leave schedule for staff, ensuring adequate coverage and minimizing disruption.
  • Design invitations and coordinate holiday and birthday communications, fostering a sense of community.
  • Organize client, candidate, and staff gifts, demonstrating appreciation and gratitude.
Requirements
  • Proven experience as a Personal Assistant or in a similar administrative role, preferably in a fast-paced environment.
  • Strong financial management skills and proficiency in accounting software, particularly Pastel, with attention to detail and accuracy.
  • Excellent organizational and multitasking abilities, prioritizing tasks effectively and managing multiple projects simultaneously.
  • Strong interpersonal and communication skills, building rapport with colleagues, clients, and external partners.
  • Ability to maintain confidentiality and handle sensitive information with discretion, upholding company values and principles.
  • Proficiency in Microsoft Office Suite and online communication tools, leveraging technology to enhance productivity and efficiency.
Salary Estimate

The estimated salary for this role is R 120,000 - R 180,000 per annum, depending on experience and qualifications.



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