Operations and Administration Manager

WIID DESIGN; Wes-Kaap; On-site; ZAR 420,000 - 540,000; Full time

Job summary

Wiid Design is seeking a senior, hands-on Operations, Administration & Executive Support professional to ensure smooth day-to-day studio operations and financial administration, while assisting the Director and coordinating clients, projects, production and business development.

You will oversee diary management, travel arrangements, invoicing, payroll preparation with the external accountant, and maintain project documentation and supplier relations in a fast-paced design environment in the

Qualifications

• Business Administration or equivalent qualification preferred.
• 2–3 years bookkeeping experience and 2–3 years office administration.
• Experience with SAGE Online and general financial processes.
• Good numerical skills and attention to detail.

Responsibilities

• Oversee daily studio operations and administration.
• Provide executive support to the Director including diary and travel.
• Coordinate client enquiries, quotations, orders and follow-ups.
• Process supplier and customer invoices and assist with payroll prep.
• Maintain project documentation, filing and financial records.

Skills

Bookkeeping

Office administration

Communication

Financial reporting

Education

Business Administration Diploma

Finance or Maths education

Tools

SAGE Online Accounting Software

Microsoft Teams

Skype

Job description

A senior, hands-on role responsible for the smooth day-to-day operation and administration of Wiid Design, while supporting the Director and coordinating clients, projects, production and business development. This role is a key point of support to the Director across all front-office, financial-administration and operational functions of the business.

KEY RESPONSIBILITIES

Operations, Administration & Executive Support

• Oversee daily studio operations and administration.
• Executive/PA support to the Director, including diary, meetings, travel and correspondence.
• Manage Director's diary and schedule meetings and appointments.
• Make travel arrangements when required.
• Screen and direct phone calls and distribute correspondence.
• Maintain project documentation, filing, costing information and general office systems (paper and electronic).
• Maintain purchasing and stock of all factory and office supplies.
• Ensure customer, supplier, banking, vehicle and tax files are maintained in good order.
• Ensure servicing of machines and systems is maintained, including annual regulatory services such as fire compliance,
• security and general maintenance.
• Coordinate other building/infrastructure servicing: internet and telecom systems, software compliance/upgrades,
• Assist with organisation of company special events.
• Contribute to and/or complete special projects as assigned.
• Comply with all company policies, procedures and safety requirements.
• All other duties as required, assisting co-workers and the Director as needed.Client, Project &

Client, Project & Business Development

• Manage client enquiries, quotations, orders and follow-ups.
• Coordinate projects between clients, design and production teams.
• Monitor production schedules, deadlines and deliveries.
• Liaise with suppliers, manufacturers, logistics partners and contractors.
• Manage showroom and stock-related administration.
• Support new business enquiries, trade clients, collaborations and existing client relationships.
• Manage all greeting and communication with customers, and gather complete lead information from potential
• customers.
• Manage commission and payments due from contracts/agreements, and referrals that may generate further commission
• or income.
• Identify issues early and ensure actions are followed through without constant supervision.
• Assist with invoicing, payments and financial administration alongside the bookkeeper/accountant.
• Process supplier invoices in SAGE Online to the correct supplier control and ledger accounts; maintain accurate
• supplier age analysis and reconcile to supplier statements; ensure invoices are presented for payment within terms.
• Process customer invoices in SAGE Online to the correct customer control and ledger accounts; maintain accurate
• customer age analysis; escalate long-outstanding balances to the Director.
• Process bank statement transactions in SAGE Online daily and prepare monthly bank reconciliations; act as key
• contact with the commercial bank for banking matters; load supplier and other payments onto the online banking
• platform for release.
• Assist in preparation of monthly management accounts to trial balance stage; process journal entries and inventory
• adjustments; maintain the asset and depreciation schedule.
• Assist the accountant with tax filings (VAT, EMP201's, Provisional & Annual Tax Submissions).
• Prepare monthly staff payroll records for submission to the external accountant, and monthly Bargaining Council
• deductions and schedules (e.g. Holiday and Bonus Funds).
• Maintain vacation, sick leave and attendance records, and the list of employees with up-to-date work permits.
• Daily budget updates based on incoming projects, debit orders and supplier payments.

Human Resources & Customer Service

• Coordinate new employee orientation – review new-hire paperwork, distribute employee handbooks and policies.
• Handle enquiry follow-ups and ongoing customer communication.
• Maintain a high level of confidentiality, organisation and professionalism at all times.

KEY SUCCESS BEHAVIOURS & SKILLS

• Highly organised, proactive and commercially aware; takes ownership rather than waiting for instruction.
• Comfortable working in a fast-paced design/manufacturing environment.
• Aligned with Wiid Design's core values.
• Punctual at all times, with own (independent) transport.
• Strict attention to detail in technical specifications and written communication.
• Performance driven, fast paced and energetic.
• Superior communication and interpersonal skills with management, staff and customers.
• Strong in maths and bookkeeping/accounting, with excellent data entry skills.
• Highly alert, structured thought process, and strong problem-solving skills.
• High organisational skills, time management and analytical skills.
• Competent with SAGE Online Accounting Software and proficient with computers generally.
• Performs and demands excellence in quality of work; teamwork-focused and driven to improve efficiencies.
• Innovative and focused on learning and self-improvement.
• Flexible, able to multitask and complete tasks with minimal supervision.

MINIMUM QUALIFICATIONS & EDUCATIONAL REQUIREMENTS

• Business Administration Diploma or similar preferred.
• Other Finance or Maths education considered an advantage.
• Minimum 2–3 years bookkeeping experience.
• Minimum 2–3 years office administration experience, ideally including operations, client-facing or project coordination responsibilities.

KNOWLEDGE OF THE FOLLOWING SOFTWARE / TECHNOLOGY

• SAGE Online Accounting Software.
• Communication software such as Microsoft Teams or Skype.