Assistant Manager / House Administrator

Zeebra Junction Specialist Recruitment; Johannesburg; On-site; ZAR 180 000 - 240 000; Full time

Job summary

A non-profit organization in Johannesburg is seeking an Assistant Manager / House Administrator with a strong hospitality background. The role involves administrative support, bookkeeping, payroll handling, and HR duties. The candidate should possess a Matric Certificate and preferably a higher education diploma. Skills in mathematics, communication, and organizational abilities are essential. Only shortlisted candidates will be contacted.

Responsibilities

• Ensure Payroll Data is accurate and submitted timeously.
• Admin and Filing management.
• Human Resource Control and Monitoring.
• Ensure Best Practice is followed in House Procurement.
• Handle Accounting, Bookkeeping, Debtors, and Creditors.
• Provide secretarial duties for House Forums.
• Stand in for Facility Manager when unavailable.

Skills

Mathematical skills

Logical thinking skills

Communication skills

Organizational skills

Honesty and integrity

Ability to maintain confidentiality

Education

Matric Certificate

Higher Education Certification or Diploma

Job description

OVERVIEW

My Client in Johannesburg - A non - profit organisation is urgently recruiting for an Assistant Manager / House Administrator , specifically with a strong Hospitality Background . The position renders general administrative, bookkeeping and payroll support to the Facility Manager.

COMPETENCIES REQUIRED (MUST HAVE)

• Mathematical skills
• Logical thinking skills
• Communication skills
• Organizational and administrative skills
• Honesty and integrity
• Ability to maintain confidentiality

COMPETENCIES DESIRED (NICE TO HAVE)

• HR Experience
• Bookkeeping Experience
• HSE Knowledge
• Administration Coordination

EDUCATION REQUIREMENTS

• Matric Certificate
• Higher Education Certification or Diploma - required

THE POSITION REQUIRES : GENERAL DESCRIPTION – JOB PURPOSE

• To ensure Payroll Data is accurate and submitted timeously and handling of Payroll Queries
• Administrative Functions - Admin and Filing
• Human Resource Control and Monitoring
• To Ensure Best Practice is followed in House Procurement
• Accounting, Bookkeeping, Debtor’s management and Creditors Capturing
• Secretarial duties (Minutes for all House Forums)
• Provide full House support function to Facility Manger
• Duty Manager Shifts, stand in for Facility manager when not available

GENERAL DUTIES AND RESPONSIBILITIES

Accounting

• Petty cash
  • Reconciliation
  • Replenishment and Control
  • SASSA pocket money
• Weekly banking
  • Charity shop banking and reconciliation
  • Donations reconciliation and banking
  • Receipt of cash donations & foreign donations banking
• Debtors management and monthly follow-up
  • Invoicing of resident fees, nappies, electricity and other items which may occur
  • Issue statements of account to residents and ensure that it is settled promptly.
  • Assist with annual budgeting
  • Loading of orders on Palladium
  • Arrange the authorization of invoices for the House
  • General bookkeeping support – Palladium
  • Assist with budgets and reports for proposals, tracking spend throughout the year ensuring compliance to budget

Human resources

• HR support & filing
• Payroll time sheets & payroll queries
• HR-related queries re employment contracts and filing there-of on personnel files
• Clocking system management
• Disciplinary issues co-ordination
• Recordkeeping of training

Reception & fleet management

• House fleet management
  • Petrol card monitoring
  • Tracker monitoring
  • Vehicle service monitoring
  • Reception management, staff rostering and administration processes

Health & safety

• Health and safety – secretarial role
• House forum member and meeting coordinator
• Filing and admin compliance
• All certification compliance

Administrative support

• Ensure that source documents and other relevant paperwork is filed correctly.
• Provide administrative support.
• Compliance and support with TPAs and certifications
• Protection of information and source documents and uploading there-of
• Ensure compliance with internal audits
• Upkeep of Resident database

Procurement & stock control

• Keep track and purchase new supplies as required
• Obtain 3 quotes for purchases
• Track budget and spending per department
• Processing of supplier invoices – raising purchase orders

Applicants should note that only shortlisted candidates will be contacted