Senior Operations & Office Leader

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

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.