Posted on :
22 Feb, 2023
22 Feb, 2023
Our client is looking for a seasoned, efficient individual to manage and ensure the smooth running of their company’s offices, including finances, human resource administration and facilities management aspects. The candidate must have the maturity to deal with senior management and prioritise tasks. Attention to detail, problem-solving, strong business communication and writing skills are essential. They must have worked for an IT company and understands the financial and administrative tasks related to software licencing, hardware costing, etc.
Job Title: OFFICE ADMINISTRATOR / BOOKKEEPER – IT Industry experience
Duties & Responsibilities:
Financial and HR:
Full debtors’ function: Processing of orders, invoices, credit notes, statements, age analysis, debt collection.
Capturing incoming payments in cashbook.
Creditors: Processing of orders, logistics, ensuring all invoices and statements are obtained and accurate for the accountant.
Payment process: Compiling spreadsheets for payment runs and following up on any unpaid payments.
Processing forex payments for overseas suppliers.
Maintain complete and accurate financial records for the auditors and submit these documents monthly.
Compiling annual budgets.
Credit applications and due diligence documentation for customers and suppliers.
Prepare payroll, check expense claims, meet payroll deadlines for processing by accountant.
Maintain HR records and administer HR functions (e.g. leave, statutory records for audits and submissions) for small staff complement and contractors.
Manage onboarding of staff/contractors.
Co-ordinate learnerships, training interventions
Maintain and promote company policies, procedures, contracts etc.
Maintain company documentation library.
Maintain client contracts, annexures, monthly partner billing meetings, purchase orders, etc.
Raise invoices per POs, annexures and contracts and monitor contract expiries to flag renewals.
Drafting of letters and documents to be signed off by management for clients, suppliers and personnel.
Review legal documentation, NDAs, contracts etc, to flag any potential problems for legal.
Filing and archiving.
Manage office contracts such as cleaners, utilities, insurance and alarm system.
Manage leases and lease renewals.
Report equipment problems and office building issues.
Telephone system management.
Request quotations from suppliers when necessary.
Monthly/weekly grocery and stationery shopping.
Travel booking and management, visa applications, etc.
Occasionally attend client meetings.
Switchboard duty if necessary.
Adhoc duties where needed.
Desired Experience & Qualification:
Minimum 5 years’ administration and bookkeeping experience gained working for an IT company.
Good understanding of and experience with multiple technologies and environments:
Pastel/Sage Accounting package
Excellent analytical and problem-solving skills.
Excellent verbal and non-verbal skills.
Self-starter who can work without supervision and have the ability to work independently in a pressured environment and meet deadlines.
The following will be advantageous:
Qualification in Administration:
Qualification in Bookkeeping
Experience reporting to multiple managers