Financial Assistant at Rosebank

Bay Recruitment; Johannesburg; On-site; ZAR 180,000 - 240,000; Full time

Job summary

A recruitment firm is seeking a Financial Assistant & Logistics Officer for their Finance Division in Johannesburg. You will manage secretarial and office operations, assist in finance tasks including payroll, and communicate effectively with internal stakeholders. The ideal candidate should have at least three years of experience in personal assistance and be proficient in Microsoft Office, particularly Excel. This role requires attention to detail, strong organizational skills, and the ability to adapt to various tasks.

Qualifications

• Minimum three years in a personal assistant environment.
• General office management experience.
• Exposure to the Finance Department and/or bookkeeping.

Responsibilities

• Provide secretarial services to the General Manager: Finance.
• Coordinate meetings and manage schedules.
• Prepare payments and assist with payroll review.

Skills

Proficiency in Microsoft Office

Mathematical skills

Attention to detail

Organizational skills

Communication skills

Problem solving

Flexibility

Education

Matric/Grade 12

Personal assistant and secretarial courses

Microsoft Office courses

Basic bookkeeping courses

Tools

Sage Pastel Accounting

Job description

We are inviting applications for the position of Financial Assistant & Logistics Officer in our Finance Division. The successful candidate must meet the requirements as specified.

Key Responsibilities

Personal Assistant

• Secretarial services to the General Manager: Finance.
• Secretarial services to the Finance division, including diary management.
• Quality check documents.
• Retrieve and archive documents with Metrofile and keep accurate records.
  
  

Office Management

• General office management and support e.g. only staff member other than IT staff with access to server room. Receive deliveries on behalf of IT and store in server room.
• Contact person for landlord Redefine should they have any queries, as well as Redefine notifications for onward circulation to staff.
• Order / cancel staff access cards.
• Registered administrator on Admyt (parking) - responsible for sending vehicle registration link to new staff and revoking access of staff who have left. Liaise with Admyt in the event of staff queries.
• Do facial biometrics for all staff and remove left staff.
  
  

HR Functions related to Finance

• Meeting coordination - Advisory Body meetings. Schedule, draw up agenda, minutes.
• Communication to staff regarding relevant outcomes of Advisory Body meetings.
• Schedule quarterly pension fund update staff meetings with Ember Consulting.
• Create new travel reimbursement documents at the end of February each year.
• Communicate new SARS travel claim rates via internal circular.
• Responsible for safekeeping of salary files in the safe.
  
  

Finance

• In the absence of the bookkeeper:
• Prepare payments,
• Calculate per diems,
• Prepare inward and outward forex payments.
• Countersignforex payment requests.
• In the absence of the GM: Finance, stand in on payment days.
• Monthly payroll review with GM: Finance and GM: HR.
• Release salaries on FNB online with GM: Finance.
• Assist with BEE verification process, e.g.,
• Schedule meetings between staff and the verification officer.
• Provide confidential salary information to the verification officer.
  
  

Skills

• Proficiency in Microsoft Office, with a strong focus on Excel and Word.
• Calendar management.
• Mathematical skills, i.e., to be able to do and check basic calculations.
• Attention to sensitive information.
• Strong sense of responsibility.
• Attention to detail is key.
• Take initiative when required.
• Self-assured with an assertive personality and high emotional intelligence.
• Strong communication and interpersonal skills.
• Multi-task when required and work under pressure.
• Administrative and organizational skills.
• Problem solving, i.e., being resourceful and able to handle unexpected situations.
• Flexibility, i.e., adapting to different work environments, schedules, and ad hoc tasks.
  
  

Experience

• Minimum three years in a personal assistant environment.
• General office management experience.
• Exposure to the Finance Department and/or bookkeeping would be a bonus.
• Sage Pastel Accounting experience would be an advantage.
• Minute-taking.
  
  

Qualifications

• Matric/Grade 12.
• Personal assistant and secretarial courses.
• Microsoft Office courses.
• Basic bookkeeping would be an advantage.
• General HR knowledge would be an advantage.
  
  

Desired Skills

• Minute-taking.
• Problem solving
• Attention to detail is key.
• Proficiency in Microsoft Office
• with a strong focus on Excel and Word.
• Mathematical skills
• Administrative and organizational skills.
• Strong communication and interpersonal skills.
• Self-assured with an assertive personality and high emotional intelligence.
  
  

Desired Work Experience

• 2 to 5 years Admin Clerk
  
  

Desired Qualification Level

• Certificate