Practice & Office Administration Manager

Exceed Human Resource Consultants; Somerset West; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A local consultancy in Somerset West is seeking a detail-oriented Client Experience Manager. You will handle client relationships, billing, and administrative tasks, ensuring smooth workflows. Ideal candidates have client-facing experience in financial services and are proficient in Microsoft Excel. Strong communication and organisational skills are essential. Competitive salary offered.

Qualifications

• Experience in a client-facing role, preferably in accounting/financial services.
• Demonstrable experience in billing/invoicing and document handling.
• Strong computer literacy, especially in Excel.

Responsibilities

• Serve as key contact for clients, maintaining relationships.
• Prepare and send invoices; follow up on payments.
• Coordinate with accountants to track job statuses.

Skills

Detail-oriented

Strong communication skills

Customer-oriented

Organisational skills

Problem-solver

Education

Matric (Grade 12)

Certificate / diploma in Office Administration or similar

Tools

Microsoft Excel

Client management software

Job description

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).

Qualifications

• 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

How to Apply

Send your comprehensive CV to [e-mail].

If you are already registered, please forward your CV and the relevant reference number to the consultant with whom you are currently registered in order to avoid duplication.

We reserve the right to only conduct interviews with candidates of choice.

Applicants who have not received feedback within 30 days from the closing date must accept their application as unsuccessful.