Secretary/ Office Administrator

4 weeks ago

Pretoria, South Africa BDO South Africa Full time

The purpose of the role is to provide secretarial and administrative support to facilitate the smooth operation of the Pretoria office. The employee will be primarily responsible for performing personal assistant functions, preparing tenders and proposals, process the acceptance and resignation of clients through CRM for the creation of engagement codes and debt collection activities.
Personal assistant functions

- Organise and maintain Partners diaries.
- Set up and co-ordinate meetings for the Partners.
- Prepare and modify documents including correspondence, reports, emails, and presentations as per the requirements including getting signatures as well as e-signatures.
- Creating Expense claims for Partners and making sure they are paid (PO’s).
- Handle incoming calls, filtering and prioritizing messages, and ensuring timely responses for partners.

Preparation of tenders and proposals

- Action request for a proposal.
- Request AFS and company group structure.
- Research clients.
- Confirm CIPC information.
- Confirm Partner and Audit manager participation.
- Initiated risk assessment CRM process.
- Prepare proposal according to partner and BDO requirements.
- Finalise fee with Partner and Manager.
- Forward finalised proposal to the prospective client and follow up regarding the outcome.
- Update pipeline document.

Process the acceptance of clients (Microsoft D365)

- Set up engagement letter for (Audit)
- Send client letter requesting permission to contact auditor (Audit)
- Request for information regarding acceptance of a prospective client to predecessor auditors. (Audit)
- Process Client Risk Management on D365 from start to finish (Audit, BSO and Tax).
- Open engagements on Maconomy (Audit).
- Arrange for budgets to be loaded on Maconomy (Audit)

Process the re-acceptance of clients (Microsoft D365)

- Set up engagement letter for (Audit)
- Process Client Risk Management on D365 from start to finish (Audit, BSO and Tax).
- Open engagements on Maconomy (Audit).
- Arrange for budgets to be loaded on Maconomy (Audit)Process the resignation of clients for Audit, BSO, Statucor and Tax

- Process registration when instructed by Partner (Microsoft D365)
- Confirm on Maconomy that engagements are closed and if not closed, close engagement.
- Confirm with service line manager that there are no outstanding fees
Log ticket with Risk to make client in-active on Maconomy.
- Prepare and forward letter of Auditor resignation to Statucor for lodgement with CIPC and to collect files (if required)

Invoicing Audit, BSO and Tax

- Assisting Partners, Managers with invoicing and crediting.
- Ensuring that credit notes are reconciled.WIP processing for Audit, BSO and Tax

- Assisting Partners and all regarding above

- Draw reports when requested.

IRBA Data Audit and BSO, BSO and Tax

- Assisting Audit Partners when required.

- Assist BSO with completing IRBA data and closing codes.

- Update IRBA info on the client card.

Secondary functions

- Preparation of Annual Financial Statements copies for clients.

The above job description is not intended to be an exhaustive list of all responsibilities, duties, and skills required for this position.

The firm reserves the right to modify, interpret, or apply job-related policies, procedures, and guidelines as necessary.

Any changes or deviations from this job description must be approved by P&C in consultation with the employee and other relevant stakeholders.

BCom or Admin qualification
2 Years experience in similar role.

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