Job Description

#

Job Overview

Application Deadline:

12 November 2025

Job Location:

Somerset West, Western Cape

Job Title:

Practice Office Administration Manager

Education Level:

Certificate

Job Level:

Senior

Minimum Experience:

5- 7 Years

Practice Office Administration Manager - Somerset West.

Duties and Responsibilities:

Client Experience, Relationship Management, Workflow & Internal Systems + Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
+ Client onboarding: collecting necessary documents, explaining what's expected, ensuring paperwork is complete, serve as liaison between departments
+ Assisting with automation of onboarding process including forms
+ Schedule meetings / follow-ups between clients and staff.
+ Respond to client queries: status of work, billing, deliverables, deadlines.
+ Maintain client database / CRM; update client records (eg. contacts, relevant documents).
Billing, documents & admin + Prepare and send invoices; follow up on outstanding payments.
+ Manage all client documentation: engagement letters, signed agreements, forms.
+ Maintain both digital and physical filing systems.
+ Assist with report preparation: receivables, billing ageing, client status.
+ Timesheet reporting and analysis
+ Oversee front-office administration: reception, greeting clients, handling mail/emails, tracking office supplies, liaison for office matters and switchboard management
+ Assist with marketing aspects and client communication list management
+ Organize events and activities that strengthen team culture.
Internal systems + Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
+ Ensure deadlines are met; remind/accountability to staff where needed.
+ Work with software tools used by the firm
Computer & technical skills + Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
+ Comfortable learning internal admin/financial software (billing systems, client management)
+ Email & calendar management skills
Soft skills + Extremely detail-oriented; accuracy is very important.
+ Strong communication skills - both written and spoken (English; any other languages like Afrikaans are a plus).
+ Systems thinker, problem-solver, and proactive communicator.
+ Customer-oriented, friendly and professional.
+ Good organisational skills and able to multitask.
+ Adaptive and willing to learn new systems
+ High integrity, confidentiality (handling sensitive financial/client info).

Minimum Requirements:

Matric (Grade 12) Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar. Not essential but preferred. Experience in a client-facing role, preferably in accounting / financial services or professional services. Demonstrable experience in billing / invoicing, document handling, admin coordination. Strong computer literacy, especially Excel, and the ability to manage and utilise further office management systems - experience proficient * Good written and verbal communication skills