Office Manager

1 month ago

Port Elizabeth, South Africa Performit Personnel Full time

We are looking for an experienced Office Manager for a Renowned Company in Port Elizabeth.

 

Short Summary of the purpose of the role:

Independently manage, plan, direct and coordinate the administration and support function of the firm to ensure best practices are implemented to streamline internal processes and staff productivity. Direct supervision of administration staff.

 

Academic Qualifications Required:

BCom degree with financial / management accounting & business management

At least 10 years of experience in a general management/supervisory position

 

KRA’s

Asset management

Administrative efficiency

Stakeholder value

Budget management

 

Skills & Competencies:

Highly organised – plan & prioritise

High energy and performance-driven

Quick thinking and ability to multi-task

Communication skills (verbal and written)

Motivation and leadership skills

Decision-making and problem-solving abilities

Attention to detail

Ability to work under pressure

 

Experience:

 

Customer & Personal Service: ability to deal with clients and colleagues in a professional manner

Administration & Management: knowledge of office administration, financial and management principles involved in planning, resource allocation, leadership and coordination of people and resources

Financial Understanding: able to read and understand financial statements

Procedures & Systems: knowledge and compliance of general office procedures

Quality Control: knowledge of accounting, auditing and taxation procedures in terms of Professional Standards

 

Required Computer Packages:

Microsoft office – Excel, Word, PowerPoint, Outlook

Greatsoft (advantageous)

Pastel accounting (advantageous)

 

 

Key Duties and Responsibilities:

Asset Management

Oversee and control all aspects relating to building structures and furnishings

Obtain quotations and manage agreements of all acquisitions,

Administrative Efficiency

Co-ordinate and maintain the firm’s archiving system for easy accessibility

Monitor and co-ordinate the firm’s database using the practice

Maintain and control the service agreements with all suppliers and other agents

Stakeholder Value

Administer, advise upon, and consolidate the firm's BEE plan and scorecard

Financial and Budget Management

Prepare the annual budget for the various PKF companies

Oversee the preparation of daily cash flow and interpretation of cash movements

Ensure PAYE and VAT are processed and paid via EFiling

FICA Compliance

Ensure FICA requirements are met

Inform employees and directors of processes to be followed

Ensure all staff and directors are trained and aware of the FICA reporting requirements

Ensure the company complies with relevant legislation.

Report irregular or possible money laundering/terrorist financing activities as identified by staff

Ensure all supporting documentation and records are kept/.archived as required and available on request

 

Banking

Provide debtors age analysis for all entities every month

Consult and address overdraft facilities and requirements

Submit annual financial statements

Provide required FICA documentation when requested

Arrange and assist with internet banking facilities and issues

Maintain and control auto cards

Greatsoft

Administer all aspects of Greatsoft and maintenance of database

Assist in development and improvement of the system to achieve goals and address requirements

Set up and maintain standard fee narrations and task codes

Provide training and guidance to all staff relating to the use of the system

Balance and run month-end reports

Perform month-end processes and run month-end

Coordinate and assist with the creation and set up of new reporting requirements as and when needed

Assist with creating and maintaining task codes and linking to clients

Assist employees with re-setting passwords when locked out of the system, when they forget their passwords

Assist with any queries raised by any employee

Submit support requests for all issues not internally resolved for any employee

Provide training to new users or refreshers to current staff

 

Other tasks

Compliance with the firm’s System of Quality Management (SOQM), policies and procedures.

Compliance with the firm’s Employee Code of Conduct which consists of the firm’s HR policies, SAICA, IRBA and IESBA Codes of Conduct.

 

 

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