Executive Operations Manager

Logistis For Designers; Johannesburg; On-site; ZAR 400 000 - 600 000; Full time

Job summary

An established accounting firm in Johannesburg is seeking an experienced Executive Office Manager / Admin & Production Manager to oversee operations, manage internal teams, and support the CEO. The ideal candidate will have strong skills in office management, sales follow-up, and excellent communication. This role is crucial for ensuring smooth business operations and maintaining client relationships.

Qualifications

• Experience in office management, operations, or administrative leadership in a professional services firm
• Exceptional written and verbal communication skills
• Highly organized with strong time management abilities

Responsibilities

• Lead operational workflows and manage internal teams
• Oversee billing department and ensure timely invoicing
• Respond to client emails clearly and professionally

Skills

Office management experience

Sales follow-up skills

Staff management

Communication skills

Time management

Data-driven decision making

Tools

Karbon project management software

Job description

About The Role

We are an established accounting firm seeking an experienced, highly organized, and proactive Executive Office Manager / Admin & Production Manager to act as the CEO’s right-hand person. This role is central to ensuring our business operations, client service, and production processes run smoothly and efficiently.

You will lead operational workflows, manage internal teams, and act as a communication bridge between the CEO, our clients, and staff. Your role will require exceptional organization, follow-through, and the ability to take ownership of results.

Key Responsibilities

Sales & Client Onboarding

• Follow up with sales leads who have submitted intake forms but have not booked calls.
• Jump on calls to schedule sales appointments and answer prospective client questions.
• Maintain and update the sales pipeline in our CRM.
  
  

Billing & Accounts Receivable

• Oversee the billing department to ensure timely invoicing and collections.
• Track outstanding accounts receivable and follow up as needed.
  
  

Team & Workflow Management

• Manage and coordinate our team of bookkeepers.
• Ensure all client work is completed accurately and on schedule.
• Monitor workload and capacity reports to balance resources effectively.
  
  

Client Relationship Management

• Call clients to request missing documentation or clarify details.
• Respond to client emails clearly, concisely, and professionally.
• Manage client email inboxes and ensure timely replies.
  
  

Operations & Process Management

• Serve as an expert in Karbon project management software and maintain internal SOPs.
• Track and report on key operational metrics for the CEO.
• Identify process improvements to enhance productivity and client satisfaction.
  
  

Qualifications & Skills

• Experience in office management, operations, or administrative leadership in a professional services firm (accounting firm experience preferred).
• Strong sales follow-up and appointment booking skills.
• Proven ability to manage staff and hold team members accountable.
• Familiarity with Karbon or similar project management platforms.
• Exceptional written and verbal communication skills.
• Highly organized with strong time management abilities.
• Comfortable analyzing reports and making data-driven decisions.
• Professional, proactive, and solution-oriented mindset.