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Administrative Assistant

2 months ago

Cape Town, South Africa Career Custodians Full time

JOB DETAILS
Purpose
The candidate will be responsible for providing administrative support to the Group Reporting Officer and the Chief Financial Officer with regards to reporting and compliance.

Key Accountabilities Key Activities

Preparation of Monthly Management Accounts Packs

• Compiling, printing and distribution of the Monthly Management Account packs after review by the CFO.
Preparation of Budget Packs

• Compiling, printing and distribution of the Annual Budget packs after review by the CFO.

Statutory Requirements

• Complete the annual CIPC checklist for review by the GRO and have it signed by relevant directors.
• Assisting the GRO with completing resolutions and getting the relevant signatures for any company amendments.
• Maintain the physical and electronic company secretarial files, ensuring completeness of all relevant information and keeping the company registers and group structures up to date.

FICA

• Build and maintain electronic folders for each company to keep all FICA documents readily available.
• Assist the GRO in gathering and submitting FICA documents when needed (property transfers, mortgage bond registrations, bank detail update).

PAIA

• Assist the CFO in submission of yearly PAIA returns.
Property Compliance

• Assisting the GRO with matters relating to Property Compliance.
• Assisting the GRO with drafting and updating of Commercial Lease Agreements.
• Maintaining the physical and electronic property compliance files, ensuring completeness of all relevant information and keeping the property register up to date.

Banking

• Assist the GRO with the completion of forms for changes to the online banking platform access rights.
• Update and keep up to date the master bank account register with changes to users, rights and accounts.
• Assist GRO with the yearly facility review and compilation of supporting documents and providing information to bankers.

Insurance

• Assist the CFO and GRO with the annual insurance renewals.
• Ensure appropriate filing and electronic saving of policies.

Ad-Hoc Requests

• Support the business as and when ad-hoc request come in and provide information that is accurate, of a high standard and delivered within required timeframes.

POSITION SPECIFIC REQUIREMENTS
Internal Communication
All levels of staff External Communication
Conveyancing Attorneys
Bond Attorneys
Bankers
Insurance Brokers
Statutory Service Provider
Commercial Tenants
Qualification
High School required
Diploma or Certificate in Administration or Office Management advantageous Experience
Two years Clerical or Administration Experience (recommended)
Two years MS Office (Word, Excel, Outlook)

Behavioral Competencies / Performance Drivers
Strong attention to detail
Good time management
Good communicator Skills
Proficient in typing and using of a computer
Proficient in MS Office (Word, Excel, Outlook)
Proficient in data entry