Financial & General Office Administrator
Cape Town, Western Cape
Financial & General Office administrator – Cape Town – The organization and coordination of office operations and procedures to ensure effectiveness and efficiency between the various offices, teams and shared services. This is achieved by performing various administrative functions and being a key contact point with the employed office. Provide financial and other administrative project support to the respective project managers.
Financial Project Management and General Administrator
General Office Tasks
??The office manager will be responsible for maintaining office services and efficiency,
supervising office staff and maintaining office records.
This may include:
o Managing admin personnel and related administrative tasks
o Making appointments
o Capturing expense claims for management team
o Record, compile, transcribe and distribute minutes as and when requested
o Preparing letters, presentations and reports for the management team from time to time
o General office admin support
o Filing and administrative functions for management team on an ad-hoc basis
o Maintaining the condition of the office and arranging for necessary repairs
o Coordinating repairs to office equipment
o Other general ad hoc duties
Accounting Service Line Assistance
??Compile disbursement summary sheet for invoicing purposes, (i.e. in-house photocoping,
telephone, faxing) – (This will change to the SLR System)
??Assist with the compilation of monthly invoices and task summary sheets for relevant
??Assist with the issuing of final invoices to clients (E-mail and Post)
??Upload creditors and debtors invoices into Accounts folder on a continuous basis and
maintain several Excel summary sheets.
??Assist with the compilation of the monthly Fees and Proposals of the project managers
??Filing of project invoices, budgets and correspondence project files.
??File creditors invoices in relevant files
??Maintain the petty cash spreadsheet ledger
??Upload petty cash slips and expenses into Accounts Folder on a continuous basis.
??Assist with clients and suppliers by being a key contact person with the accounts teams to
assist with debt collection and supplier queries.
Project Management Support and Quality
General typing / assist with proposals
??Assist with the invoicing of projects on an ad-hoc basis
??Record, compile, transcribe and distribute minutes for resource meetings
??Quality Management System support
??Assisting with the compilation of risk assessment and safety files as and when required
??Provide general administrative support and clerical duties.
??Monthly customer billing, invoice reviews, and various data entry tasks
??Performs general duties including using Microsoft Word, Excel, Power-point, copying, filing, e-mail and internal company systems.
Human Resources Service Line Assistance
??Assist with pre-induction and induction procedures.
??Preparing induction files for new employees
??Ensure that all documents for new employees are completed and submitted to the HR
??Keep basic HR files for employees.
??Communicate and ensure that employee exit procedure is followed.
??Ad-hoc HR duties.
Any other responsibilities that may be put into effect in the future by management will
automatically become part of the basic job description.
??Good communication skills – written and verbal
??Excellent time management skills and ability to multi-task and prioritise work
??Attention to detail and problem solving skills
??Strong organizational and planning skills
??Ability to take initiative
??Must be able to work in a fast-paced environment
??Must be able to work with diverse personalities
Apply via Pnet or call ONLY Venessa Templeton at the Cape Town office on 021 555 1170 / 082 570 2569
??Relevant post matric qualification
??Minimum 5 – 7 years’ relevant experience
??Financial project management experience
??Proficiency in MS Office, Intermediate to Advanced MS Excel and MS Word knowledge is critical.
??Knowledge of clerical and administrative procedures and systems such as filing and record keeping
??A good understanding of basic accounting practices
??Own car and driver’s license