Operations & Office Manager - Maitland

West Coast Personnel; Wes-Kaap; On-site; ZAR 180,000 - 300,000; Full time

Job summary

West Coast Personnel is seeking an experienced Office Administrator to manage the full day-to-day office functions and coordinate operational activities across the business in Wes-Kaap, South Africa. You will prepare quotations, issue invoices, and handle payroll using Vanilla Payroll while maintaining accurate financial and administrative records.

The role requires extensive experience in office management and a strong grasp of bookkeeping principles, with proficiency in QuickBooks.

Qualifications

• Extensive experience in office management, operations administration, or a similar multifunctional position.
• Proven track record in managing a broad range of office, finance, payroll, and administrative duties.
• Experience preparing quotations, invoices, statements, purchase orders, and petty-cash records.
• Working knowledge of basic bookkeeping principles.
• Payroll processing experience is essential.
• Experience using QuickBooks would be advantageous.
• Experience using Vanilla Payroll would be advantageous.

Responsibilities

• Manage the full day-to-day office administration function.
• Coordinate administrative and operational activities across the business.
• Prepare and issue customer quotations and invoices.
• Generate and distribute monthly customer statements.
• Manage petty cash accurately.
• Prepare and process purchase orders.
• Perform basic bookkeeping duties using QuickBooks.
• Process employee payroll using Vanilla Payroll.
• Maintain accurate financial, payroll, and administrative records.
• Order staff supplies, office consumables, and operational requirements.
• Answer incoming telephone calls and manage correspondence professionally.
• Liaise diplomatically with customers, suppliers, employees, and service providers.
• Provide general sales and customer administration support.
• Assist with employee and HR administration.
• Prepare supporting documentation for disciplinary processes and hearings.
• Maintain strict confidentiality regarding employee, financial, and business information.
• Identify administrative issues and ensure that they are resolved promptly.
• Support the business owner by taking ownership of routine operational matters.

Skills

Office management

Payroll processing

Bookkeeping

Customer administration

Quotations & invoicing

Vendor coordination

Tools

QuickBooks

Vanilla Payroll

Microsoft Office

Job description

Key Responsibilities

• Manage the full day-to-day office administration function
• Coordinate administrative and operational activities across the business
• Prepare and issue customer quotations and invoices
• Generate and distribute monthly customer statements
• Manage petty cash accurately
• Prepare and process purchase orders
• Perform basic bookkeeping duties using QuickBooks
• Process employee payroll using Vanilla Payroll
• Maintain accurate financial, payroll, and administrative records
• Order staff supplies, office consumables, and operational requirements
• Answer incoming telephone calls and manage correspondence professionally
• Liaise diplomatically with customers, suppliers, employees, and service providers
• Provide general sales and customer administration support
• Assist with employee and HR administration
• Prepare supporting documentation for disciplinary processes and hearings
• Maintain strict confidentiality regarding employee, financial, and business information
• Identify administrative issues and ensure that they are resolved promptly
• Support the business owner by taking ownership of routine operational matters

Minimum Requirements

• Extensive experience in office management, operations administration, or a similar multifunctional position
• Ideally 15 years or more of relevant experience gained within a small or medium-sized business
• Proven experience managing a broad range of office, finance, payroll, and administrative duties
• Experience preparing quotations, invoices, statements, purchase orders, and petty-cash records
• Working knowledge of basic bookkeeping principles
• Experience using QuickBooks would be advantageous
• Payroll processing experience is essential
• Experience using Vanilla Payroll would be advantageous
• Previous exposure to HR administration and disciplinary documentation
• Strong Microsoft Office and general computer skills
• Reliable own transport
• Contactable employment references

Essential Competencies

• Exceptional attention to detail and accuracy
• Strong organisational and administrative ability
• High level of integrity and confidentiality
• Professional, articulate, and well-spoken
• Warm and diplomatic telephone manner
• Confident and able to communicate firmly when required
• Comfortable working in a predominantly male technical environment
• Natural leadership ability
• Practical and solution-orientated
• Able to take ownership and work without constant supervision
• Dependable, committed, and self-motivated
• Able to manage competing priorities and meet deadlines
• Interested in establishing a stable, long-term working relationship

Working Environment

• Small, established, owner-managed business
• Stable client base
• Close-knit team with long-serving employees
• Practical and down-to-earth working environment
• Broad position with significant responsibility and autonomy
• No formal corporate structure or company benefits
• Salary negotiable according to experience and suitability

The successful candidate will become an integral part of the operation and will play an important role in supporting the company’s continued efficiency and long-term stability.
Should you not receive feedback within two weeks of submitting your application, please consider your application unsuccessful.