Job Description

Published
November 27, 2023

Location
Cape Town, Durbanville, South Africa

Category
Business

Job Type
Part-time

Salary Type

• Monthly Salary

Salary
R13,500 per month

Description

Job Title: Administrative Assistant (Half-Day Position)
Salary: R13,500 per month
Location: Durbanville
: 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: To apply for this position, please email your CV and the following information to oonajobs@wcp.co.za:
A recent photograph. Your residential address. Date of birth (DOB). Notice period. Current/last salary. Mode of transport.
Note: If you do not receive a response within 2 weeks, your application for this vacancy was unsuccessful. We appreciate your interest in this opportunity.