Assistant to the Business Manager

The Key Recruitment Group; Cape Town; On-site; ZAR 180,000 - 300,000; Full time

Job summary

The Key Recruitment Group is seeking a meticulous and reliable administrator to provide comprehensive accounting, administrative and operational support to the Business Manager in Cape Town. You will manage invoicing, VAT administration, audit scheduling and client liaison, ensuring accurate records and deadlines are met.

The ideal candidate has solid accounting experience, strong English and Afrikaans communication, proficient MS Office skills, and the ability to handle confidential information

Qualifications

• Sound accounting background with practical experience and/or qualifications.
• At least three years of accounting and administrative experience.
• Valid driver’s licence.
• Residence in Cape Town’s Northern Suburbs, preferably near Plattekloof 2.
• Excellent written and spoken English and Afrikaans.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Strong numerical skills and attention to detail.
• Ability to work independently with competing priorities.

Responsibilities

• Accounting and financial administration, invoicing and statements.
• VAT-related administration and documentation accuracy.
• Audit scheduling and auditor travel arrangements.
• Client liaison and relationship management.
• General office administration and records maintenance.

Skills

Numerical skills

Attention to detail

Organisational skills

Time management

Professional telephone etiquette

Email communication

Education

Accounting qualification

Tools

Outlook

Word

Excel

Job description

Our client is seeking a professional, reliable, well-spoken and highly organised individual to provide comprehensive administrative, accounting and operational support to the Business Manager.

The successful candidate will play an important role in the daily running of the business, with responsibilities including accounting and financial administration, preparation of quotations and invoices, VAT-related administration, audit scheduling, auditor travel arrangements, client liaison, certificate preparation and general office administration.

This position requires a mature and proactive individual with excellent attention to detail, strong communication skills in both English and Afrikaans, and the ability to work independently while managing multiple tasks and deadlines.

We are looking for someone who takes pride in their work, communicates professionally and can be relied upon to ensure that administrative and operational activities are completed accurately and efficiently.

Essential requirements

• A sound accounting background, supported by relevant practical experience and/or qualifications.
• At least three years of relevant accounting and administrative experience.
• A valid driver's licence.
• Current residence in Cape Town's Northern Suburbs, preferably within convenient travelling distance of Plattekloof 2.
• Excellent written and spoken English and Afrikaans.
• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
• Strong numerical skills and attention to detail.
• Excellent organisational, planning and time-management skills.
• Professional telephone etiquette and email communication.
• The ability to work independently, take initiative and manage competing priorities.
• A professional, courteous and presentable manner when dealing with clients.
• A high level of integrity, reliability and discretion.
• The ability to handle confidential financial, client and business information responsibly.
• Own reliable transport will be an advantage, particularly for client visits, local errands and document deliveries.

Key responsibilities

A. Accounting and financial administration

• Prepare and issue client quotations, invoices and statements.
• Perform VAT-related administration, ensuring that VAT calculations and supporting documentation are accurate.
• Capture and maintain accurate financial records.
• Assist with accounts payable and receivable, payment follow-ups and reconciliations.
• Maintain customer and supplier records.
• Check quotations, invoices and financial documents for accuracy and completeness.
• Assist with monthly financial administration and the preparation of supporting documentation for the accountant.
• Liaise with the accountant regarding financial records and VAT requirements.
• Maintain organised electronic financial records and filing systems.

Audit scheduling and coordination

• Schedule and coordinate audits between clients and auditors.
• Maintain and update the audit schedule and associated tracking registers.
• Liaise with clients and auditors to confirm audit dates, arrangements and requirements.
• Monitor upcoming audits, outstanding documentation, deadlines and follow-up actions.
• Identify scheduling conflicts and coordinate suitable alternatives.
• Communicate audit arrangements and changes promptly and professionally.
• Ensure that relevant administrative information is available to auditors ahead of scheduled audits.
• Maintain accurate records of audit arrangements and related correspondence.

Auditor travel and itinerary arrangements

• Prepare detailed travel itineraries for all auditors.
• Arrange flights, accommodation, car hire and other travel requirements, where applicable.
• Coordinate travel logistics in accordance with audit schedules and approved budgets.
• Confirm bookings and communicate travel arrangements to auditors well in advance.
• Manage changes to travel arrangements when audit dates or requirements change.
• Maintain accurate records of travel bookings, costs and related documentation.
• Assist with coordinating local and out-of-town travel arrangements.

Client liaison and relationship management

• Handle telephone calls, emails and routine client enquiries professionally.
• Communicate clearly and courteously