PA (4 Partners)

PKF South Africa; Linden (NJ); On-site; USD 40,000 - 60,000; Full time

Job summary

PKF South Africa in Linden, NJ is seeking a skilled secretary/administrative professional to manage mail, calendar, invoicing, and client communications. The role requires strong typing, MS Office, and confidentiality.

The ideal candidate will have Grade 12, a secretarial diploma, and 5 years of experience, with advanced Office skills and the ability to handle multiple tasks with accuracy.

Qualifications

• Grade 12 is required.
• Secretarial diploma is required.
• 5 years of secretarial experience required.

Responsibilities

• Management of incoming and outgoing mail & email.
• Electronic diary management.
• Typing of client correspondence.
• Typing of invoices, credit notes, and sending statements.
• Debtor’s recons and keeping debtor's age analysis up to date with payments and follow-ups.
• Filing of documents on CDM.
• Handling client queries via phone and in person.
• Maintaining client database and EME certificates.
• Preparing financial statements and minutes for trusts.
• Following up on outstanding signed documentation (engagement letters, tax returns & financials).
• Updating directors locking lists and director's timesheets.
• Maintaining trust work and preparing quotes.
• Ensuring SOQM compliance and adherence to HR policies and Codes of Conduct.
• Typing of financials when needed and maintaining the financials tracker/income tax return spreadsheet.
• Updating PA register for all incoming signed financials and AUP locking register.

Skills

Communication skills

Interpersonal skills

Advanced typing skills

Organizational skills

Client service skills

Telephone skills

Computer literacy

Confidentiality

Prioritization

Attention to detail

Basic accounting knowledge

Education

Grade 12

Secretarial diploma

5 years of secretarial experience

Tools

Microsoft Office (advanced level)

GreatSoft (advantageous)

Job description

Academic Qualifications Required

Grade 12

Secretarial diploma

5 years of secretarial experience

Required Computer Packages

Microsoft Office (advanced level)

GreatSoft (advantageous)

Skills, Competencies, and Experience Required:

Skills

Communication skills

Interpersonal skills

Advanced typing skills

Organizational skills

Client service skills

Telephone skills

Competencies

Computer literacy

Confidentiality

Ability to prioritize and manage workload

Accuracy and attention to detail

Basic accounting knowledge

Key Duties and Responsibilities – Key Performance Indicators

• Management of incoming and outgoing mail & email
• Electronic diary management
• Typing of client correspondence
• Typing of invoices
• Typing of credit notes
• Sending statements
• Debtor’s recons
• Keeping debtor's age analysis up to date with payments and following up with clients
• Filing of documents on CDM
• Dealing with clients' telephonic and personal queries
• EME certificates
• Maintaining client database
• Financial Statements - printing of financial statements, sending to clients for signature, sending signed copies for their records, and preparing minutes and resolutions (trusts).
• Following up on outstanding signed documentation (engagement letters, tax returns & financials)
• Updating directors locking lists.
• Maintaining the director's timesheets
• Trust Work
• Preparation of various documents for new clients
• Assist the directors with valuations when necessary
• Preparation of quotes
• 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.
• Typing of financials when needed
• Maintaining the “financials tracker/income tax return” spreadsheet
• Update PA register for all incoming signed financials
• Update AUP (agreed upon procedures) locking register