Practice Office Administration Manager

Exceed Hr And Recruitment; Wes-Kaap; On-site; ZAR 900 000 - 1 200 000; Full time

Job summary

A leading recruitment firm in Somerset West is seeking a Practice Office Administration Manager. The successful candidate will manage client relationships, oversee front-office administration, and ensure effective billing and documentation processes. The position requires strong computer literacy, especially in Microsoft Excel, and excellent communication skills. This role is suited for individuals with a minimum of 5-7 years of client-facing experience, preferably in accounting or professional services.

Qualifications

• Minimum of 5-7 years of experience in a client-facing role.
• Strong computer literacy, especially in Excel.
• Experience in billing, invoicing, and document handling.

Responsibilities

• Manage client relationships and serve as key contact.
• Assist with onboarding process automation.
• Oversee front-office administration and client documentation.

Skills

Client Experience

Relationship Management

Workflow Management

Proficiency in Microsoft Office

Strong communication skills

Detail-oriented

Education

Certificate / diploma in Office Administration, Business Admin, Bookkeeping

Tools

CRM Software

Billing Systems

Microsoft Excel

Job description

Practice Office Administration Manager — Somerset West

Somerset West, Western Cape R900000 - R1200000 Y Exceed HR and Recruitment

Posted today

Job Description

Job Overview

• Application Deadline: 12 November 2025
• Job Location: Somerset West, Western Cape
• Job Title: Practice Office Administration Manager
• Education Level: Certificate
• Job Level: Senior
• Minimum Experience: 5- 7 Years

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

Is this job a match or a miss?