Job Description

Job Title: Administrative Assistant (Half-Day Position)

Salary: R13,500 per month

Location: Durbanville

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We are currently seeking a dynamic and organized Administrative Assistant to join our team. This half-day position involves providing comprehensive administrative support to the General Manager and ensuring the smooth operation of office functions.

Responsibilities:

Act as a Personal Assistant to the General Manager.

Serve as the Office Administrator with a focus on maintaining efficient office operations.

Report directly to the General Manager.

Duties:

Keep all filing systems (soft and hardcopies) up to date on a monthly basis.

Collect post from the post office every 2nd week.

Maintain daily timesheets and a monthly timesheet summary for staff.

Create and maintain templates.

Manage and update staff leave summaries monthly.

Maintain distribution lists on the website and SharePoint on a monthly basis.

Update VC nominations as required.

Prepare, process, and file payment requests, maintaining reconciliations as necessary.

Process payments to creditors and file all related documentation.

Check all expense claims and submit them to the General Manager for payment.

Invoice customers on Sage.

Invoice sponsorships received for events on Sage and update reconciliation.

Invoice annual participation fees on Sage.

Address queries regarding accounts and invoicing.

Prepare bank statement postings for accountants.

Generate Management Account reports from Sage once accountant postings are checked.

Send out statements to all outstanding debtors at the beginning of each month.

Prepare Income vs Expenditure summaries for events.

Prepare a monthly report comparing budgeted vs. actual expenses.

Generate a monthly cashflow report.

Advise accountants of monthly salaries, allowances, and staff leave by the 22nd.

Monitor the Debtors age analysis report.

Ensure the validity of confirmation of banking details documents and tax clearance certificates.

Process supplier registrations.

Prepare for the annual audit in January.

Coordinate all travel arrangements, including flights, accommodation, and car hire.

Manage the General Manager''s diary.

Assist the General Manager with any additional duties as required.

Attend office meetings and other required meetings.

Prepare VAT reconciliations as required.

Update Petty Cash reconciliation.

Adhere to all company processes and ensure operational processes are followed.

Application Process:

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