Office Administrator

Are you an organized, proactive, and energetic individual looking to take the next step in your administrative career? My Client is seeking a Skilled Office Administrator to join our dynamic Operations team. This position plays a pivotal role in ensuring the day-to-day smooth functioning of the office. The successful candidate will be responsible for debtor collections, office administration, and ensuring optimal support to internal departments and external clients.

What We’re Looking For: You have a knack for multi-tasking, a passion for people, and an eye for detail. You thrive in a fast-paced office environment, and your administrative and accounting support skills are second to none.

Key Responsibilities:
Administrative Support

• Provide clerical support and ensure a well-maintained and organized office environment.
• Maintain structured filing systems and document repositories (physical and electronic).
• Ensure all office equipment is functional and maintained.

Debtors & Financial Administration

• Oversee debtor collections and maintain accurate records of accounts receivable using Xero.
• Follow the full Accountability Process for overdue clients and escalate where necessary.
• Monitor deposits, petty cash, and reimbursements; ensure proper documentation and reconciliations.

People & Meeting Coordination

• Track staff attendance, leave forms, absenteeism, and late arrivals.
• Schedule internal and client meetings (physical and virtual), including calendar invites and room bookings.
• Support internal training, SEESA arrangements, and webinar participation.

Document & Agreement Handling

• Monitor, prepare, and track retainer agreements including proposals and debit instructions.
• Handle submission of annual returns (CIPC) and maintain client records on M-Files.

General Office Support

• Handle ad-hoc administrative tasks for the Director, Operations Manager, and Sales department.
• Manage office supplies, liaise with suppliers, and ensure timely procurement of stationery and consumables.
• Support finance and sales team in processing payments and client communication.

Requirements:

• Diploma or relevant tertiary qualification in Office Administration.
• Minimum 3 years' experience in business administration, office management, or accounting support.
• Strong command of Microsoft Word, Excel, and Outlook.
• Fluent in English and Afrikaans - verbal and written.

Skills and Competencies Required:

• Excellent planning, organizational, and time management abilities.
• Ability to handle confidential information with discretion and trust.
• Strong interpersonal, communication, and conflict resolution skills.
• Calm and level-headed in high-pressure environments.
• High emotional intelligence (EQ) and adaptability.
• Friendly, presentable, and professional demeanor with exceptional telephone etiquette.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative

Industries

Accounting