Practice Office Administration Manager

Exceed HR and Recruitment; Somerset West; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A recruitment agency in Somerset West is seeking a Practice Office Administration Manager who will manage client relationships and oversee administrative duties. This role requires strong communication and organizational skills, alongside proficiency in Microsoft Office, particularly Excel. The ideal candidate will have experience in a client-facing role and a solid understanding of billing and document management. A background in office administration is preferred, with a focus on detail-oriented tasks.

Qualifications

• Experience in a client-facing role, preferably in accounting or professional services.
• Strong computer literacy, especially in Excel.
• Good written and verbal communication skills.

Responsibilities

• Manage client relationships through various communication methods.
• Prepare and send invoices while managing client documentation.
• Coordinate with staff to ensure deadlines are met.

Skills

Client relationship management

Communication skills

Proficient in Microsoft Office

Attention to detail

Organizational skills

Education

Matric (Grade 12)

Certificate / diploma in Office Administration

Tools

Microsoft Excel

Client management software

Job description

Practice Office Administration Manager – Somerset West.

Duties and Responsibilities:

• Client Experience, Relationship Management, Workflow & Internal Systems
  • Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
  • Client onboarding: collecting necessary documents, explaining what’s expected, ensuring paperwork is complete, serve as liaison between departments
  • Assisting with automation of onboarding process including forms
  • Schedule meetings / follow-ups between clients and staff.
  • Respond to client queries: status of work, billing, deliverables, deadlines.
  • Maintain client database / CRM; update client records (eg. contacts, relevant documents).
• Billing, documents & admin
  • Prepare and send invoices; follow up on outstanding payments.
  • Manage all client documentation: engagement letters, signed agreements, forms.
  • Maintain both digital and physical filing systems.
  • Assist with report preparation: receivables, billing ageing, client status.
  • Timesheet reporting and analysis
  • Oversee front-office administration: reception, greeting clients, handling mail/emails, tracking office supplies, liaison for office matters and switchboard management
  • Assist with marketing aspects and client communication list management
  • Organize events and activities that strengthen team culture.
• Internal systems
  • Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
  • Ensure deadlines are met; remind/accountability to staff where needed.
  • Work with software tools used by the firm
• Computer & technical skills
  • Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
  • Comfortable learning internal admin/financial software (billing systems, client management)
  • Email & calendar management skills
• Soft skills
  • Extremely detail-oriented; accuracy is very important.
  • Strong communication skills – both written and spoken (English; any other languages like Afrikaans are a plus).
  • Systems thinker, problem-solver, and proactive communicator.
  • Customer-oriented, friendly and professional.
  • Good organisational skills and able to multitask.
  • Adaptive and willing to learn new systems
  • High integrity, confidentiality (handling sensitive financial/client info).

Minimum Requirements:

• Matric (Grade 12)
• Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar. Not essential but preferred.
• Experience in a client-facing role, preferably in accounting / financial services or professional services.
• Demonstrable experience in billing / invoicing, document handling, admin coordination.
• Strong computer literacy, especially Excel, and the ability to manage and utilise further office management systems – experience proficient
• Good written and verbal communication skills