Job Description

POSITION OVERVIEW
We are seeking a highly organized, proactive, and versatile individual to manage a combination of administrative, financial, and executive support functions within a busy construction company. The successful candidate will ensure smooth day-to-day office operations, provide executive support to management, and assist with bookkeeping and financial administration.
KEY RESPONSIBILITIES
1. Personal Assistant Duties

• Manage the Managing Directors travel arrangements.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist with ad hoc personal or business-related tasks as required.

2. Office Administration

• Oversee general office operations, supplies, and maintenance.
• Coordinate staff schedules, meetings, and internal communication.
• Maintain filing systems (electronic and physical).
• Liaise with suppliers, service providers, and subcontractors.
• Assist with HR administration (contracts, leave tracking, timesheets, etc.).
• Ensure compliance with health and safety regulations.
• Assist with driver's timesheets, wages and shifts.

3. Finance and Bookkeeping Support

• Capture and reconcile daily financial transactions (invoices, receipts, petty cash).
• Assist in preparing and processing payments and purchase orders.
• Manage accounts payable and receivable.
• Reconcile bank statements and supplier accounts.
• Support with payroll processing and statutory submissions (PAYE, UIF, VAT).
• Assist external accountants/auditors with month-end and year-end reports.

QUALIFICATIONS AND EXPERIENCE

• Matric / Grade 12 (essential).
• Diploma or certificate in Office Administration, Finance, or related field (advantageous).
• Minimum of 3-5 years' experience in a similar combined role, preferably in the construction or engineering sector.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and accounting software such as Pastel, Xero, or QuickBooks.
• Excellent written and verbal communication skills in English (Afrikaans an advantage).

KEY COMPETENCIES

• Strong organizational and multitasking skills.
• High attention to detail and accuracy.
• Discretion and professionalism when handling confidential matters.
• Ability to work independently and under pressure.
• Problem-solving and initiative-taking attitude.
• Strong interpersonal and teamwork skills.

Skills Required