Office and Travel Administrator

Bowmans (Law Firm); Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A prominent law firm in Johannesburg seeks an Administration Coordinator to manage vendor payments, oversee the Travel Desk, and handle BEE compliance tasks. The role requires a Senior Certificate, ideally a Business Management Diploma, and 3-5 years in a similar role within professional services. The candidate should be financially literate and possess strong organizational skills. This position is crucial in ensuring timely processing and coordination across various administrative functions.

Qualifications

• 3-5 years in a similar role in a professional services environment.
• Financial literacy experience would be an advantage.

Responsibilities

• Prepare invoices for payment, ensuring accuracy and completeness of all supporting documentation.
• Process all Operations and Facilities Purchase Orders on 3E.
• Liaise with relevant stakeholders for correct GL cost centres.
• Reconcile travel expenses to appropriate matter numbers or GL codes.
• Oversee all archiving and safe custody processes.
• Ensure all international travel insurance is issued timeously.
• Provide administrative support to the Managers.

Skills

Attention to Detail

Decision Making

Interactive Communication

Initiative

Problem solving

Relationship Building

Resilience

Information Management

Using Information Technology

Education

Senior Certificate

Business Management Diploma

Financial Diploma/Degree

Job description

Purpose:

The purpose and function of this job is to ensure that all Bowmans operation vendors are coded and processed correctly and paid timeously as well as the management of the Travel Desk and assistance with BEE.

Experience and Qualifications:

• Senior Certificate essential
• Business Management Diploma (or related certificate) preferable or Financial Diploma/Degree
• 3-5 years in a similar role in a professional services environment
• Financial literacy experience would be an advantage

Key Accountabilities:

Preparation of Invoices for Payments

• Prepare invoices for payment, ensuring accuracy and completeness of all supporting documentation.
• Process all Operations and Facilities Purchase Orders on 3E in accordance with established procedures
• Liaise with relevant stakeholders to obtain correct GL cost centres and submit invoices for payment.
• Ensure all payment requests are supported by the required documentation and approvals.
• Reconcile travel expenses to the appropriate matter numbers or GL codes and process them for payment.

BEE/Legal Sector Code

• Obtain and maintain up-to-date BEE certificates from all relevant suppliers and update the 3E system accordingly.
• Assist with the preparation and coordination of the annual BEE Compliance Audit, including gathering required documentation and liaising with internal and external stakeholders.

Archiving/ Safe custody

• Oversee, control, and administer all archiving and safe custody processes, ensuring the secure handling, storage, and retrieval of documents and files.
• Develop and recommend improved systems, procedures, and workflows to enhance efficiency and compliance across all archiving and safe-custody functions.
• Coordinate and manage requests for the upliftment or retrieval of files from archiving, ensuring timely delivery and proper tracking.

Travel

• Ensure all international travel insurance is issued timeously for staff travelling abroad.
• Add all new staff members to the TravelIT system and ensure their profiles are correctly set up.
• Arrange and coordinate TravelIT system training for Bowmans staff as required.
• Serve as Travel Administrator by assisting with travel bookings, including flights, accommodation, and car hire.
• Review and prepare annual Hotel Corporate Rate Agreements for signature by the Head of Operations, ensuring accuracy and alignment with firm requirements.
• Complete monthly reconciliation of the Bowmans Lodge card statements.
• Maintain Bowmans Business Uber system by removing leavers and adding new joiners
• Complete monthly reconciliation of the Bowmans Uber Account.
• Provide and review the monthly Bowmans Investec Points Statement.

General Administration

• Provide administrative support to the Managers by assisting with general operations queries and coordinating follow-up where required.

Relationship Building

• Develop and maintain relationships with all individuals below management level as a trusted administration resource
• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the administration team

Competencies

• Attention to Detail
• Decision Making
• Interactive Communication
• Initiative
• Problem solving
• Relationship Building
• Resilience
• Information Management
• Using Information Technology

"Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan. All recruitment decisions will be taken with due consideration being given to these objectives"