Our client is looking for a seasoned, efficient individual to manage and ensure the smooth running of their company\u2019s 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.<\/p>\n
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Job Title: OFFICE ADMINISTRATOR \/ BOOKKEEPER – IT Industry experience<\/strong> Job Summary:<\/strong> Financial and HR:<\/strong><\/p>\n Full debtors\u2019 function: Processing of orders, invoices, credit notes, statements, age analysis, debt collection. Administrative:<\/strong><\/p>\n Maintain client contracts, annexures, monthly partner billing meetings, purchase orders, etc. Facilities Management:<\/strong><\/p>\n Manage office contracts such as cleaners, utilities, insurance and alarm system. General:<\/strong><\/p>\n Telephone system management.
\nLocation:<\/strong> Centurion<\/p>\n
\nDuties & Responsibilities:<\/strong><\/p>\n
\nCapturing incoming payments in cashbook.
\nPetty cash.
\nCreditors: Processing of orders, logistics, ensuring all invoices and statements are obtained and accurate for the accountant.
\nPayment process: Compiling spreadsheets for payment runs and following up on any unpaid payments.
\nProcessing forex payments for overseas suppliers.
\nMaintain complete and accurate financial records for the auditors and submit these documents monthly.
\nCompiling annual budgets.
\nCredit applications and due diligence documentation for customers and suppliers.
\nPrepare payroll, check expense claims, meet payroll deadlines for processing by accountant.
\nMaintain HR records and administer HR functions (e.g. leave, statutory records for audits and submissions) for small staff complement and contractors.
\nManage onboarding of staff\/contractors.
\nCo-ordinate learnerships, training interventions
\nMaintain and promote company policies, procedures, contracts etc.
\nMaintain company documentation library.<\/p>\n
\nRaise invoices per POs, annexures and contracts and monitor contract expiries to flag renewals.
\nStock management.
\nDrafting of letters and documents to be signed off by management for clients, suppliers and personnel.
\nReview legal documentation, NDAs, contracts etc, to flag any potential problems for legal.
\nFiling and archiving.<\/p>\n
\nManage leases and lease renewals.
\nReport equipment problems and office building issues.<\/p>\n
\nRequest quotations from suppliers when necessary.
\nShipping arrangements.
\nMonthly\/weekly grocery and stationery shopping.
\nTravel booking and management, visa applications, etc.
\nData capturing.
\nOccasionally attend client meetings.
\nSwitchboard duty if necessary.
\nAdhoc duties where needed.<\/p>\n