Administrative Support Specialist

1 month ago

Cape Town, Western Cape, South Africa West Coast Personnel Full time

We are seeking a highly organized and detail-oriented Administrative Support Specialist to support our Managing Director at West Coast Personnel. This is a rewarding opportunity for an individual with strong financial management skills, excellent organizational abilities, and a proactive approach to problem-solving.

**Job Overview:**

The successful candidate will be responsible for managing various aspects of the company's operations, including financial tasks, administrative duties, and personal errands for the Managing Director.

**Key Responsibilities:**

  • Manage the company's 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.
  • Input financial data into Pastel and reconcile cash books and journals, guaranteeing accuracy and compliance.
  • Collaborate with external accountants to prepare monthly financial reports, providing valuable insights into the company's performance.
  • Complete Services Seta and Workmen's Compensation documentation, ensuring regulatory compliance.
  • Prepare monthly cash flow forecasts, enabling informed decision-making.
  • Submit and process statutory returns via E-filing and Easyfile (EMP201, EMP501, VAT, and Provisional Tax), ensuring tax compliance.
  • Perform personal errands for the Managing Director, such as arranging travel and maintaining their diary schedule.
  • Manage diary schedules and arrange travel (flights and accommodation) for the Managing Director.
  • Maintain and update the company website, ensuring it remains current and informative.
  • Liaise with medical aid and insurance companies, handling administrative tasks efficiently.
  • Supervise administrative and cleaning staff, as well as the external IT technician, providing guidance and support.
  • Conduct performance evaluations for administrative staff, promoting growth and development.
  • Issue warnings and participate in disciplinary hearings as needed, upholding company policies.
  • Conduct interviews for internal administrative vacancies, selecting top candidates.
  • Facilitate staff training and induction processes, enhancing team productivity.
  • Monitor and manage the leave schedule for staff, ensuring seamless workflow.
  • Design invitations and coordinate holiday and birthday communications, fostering a positive work environment.
  • Organize client, candidate, and staff gifts, building relationships and demonstrating appreciation.
  • Coordinate corporate events and staff functions, promoting teamwork and morale.

**Salary:** The estimated salary for this position is R 55,000 - R 65,000 per annum, depending on experience.

**Qualifications:**

  • A proven track record as an Administrative Assistant or in a similar role.
  • Strong financial management skills and proficiency in accounting software, particularly Pastel.
  • Excellent organizational and multitasking abilities, with a focus on efficiency and accuracy.
  • Strong interpersonal and communication skills, with the ability to maintain confidentiality and handle sensitive information.
  • Proficiency in Microsoft Office Suite and online communication tools, ensuring adaptability in a fast-paced environment.

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