PA / Office Manager - Kraaifontein
Helderberg Personnel
Reference: SW004641-AM-1My client, based in Somerset West / Strand, is a specialist IT consulting firm and they are seeking to employ a Personal Assistant / Office Manager to join their team. As an integral part of the organisation, you will play a crucial role in supporting the daily operations and contributing to the overall success of the Consulting Business. If you thrive in a fast-paced environment, possess excellent organsational skills, and have a keen eye for detail, this position is for you. Responsibilities include but not limited to: Daily timesheet management Checking timekeeping reports for invoicing Ensuring all required timesheet data required for invoicing is received available. Issuing invoices and final timesheets and submitting them via appropriate channels for processing Liaising with finance departments in case of queries. Follow up on outstanding invoices. Compiling of monthly statements and submitting to clients. Keeping track of all client invoicing – provide accountant with the list of all invoices issued along with physical documents Reviewing and approving of recons Client agreements management- Assuring valid agreements are in place, monitoring expiry dates. Monitoring increase due dates and communicating ahead of time. Preparing quotes Reviewing and updating documentation Follow up on sign offs. Making sure latest purchase orders and agreements are loaded on SharePoint. Onboarding of new clients HR Assisting with recruitment process (contacting recruitment agencies, scheduling interviews, feedback to agencies and candidate where needed) Preparing offers of employment documents and communicating with agencies and candidate. Assisting with new employees onboarding (issuing all necessary documents, arranging access, computer and all resources) Communicating with accountants for any staff related aspects. Keeping staff records up to date. Managing staff leave data. Verifying payroll data (salaries medical aid deductions, provident fund deductions, standby data) Applying required changes to the provident fund Liaising with brokers Office Support Keeping records of all laptops, preparing IT equipment agreements Preparing drafts of Standby schedule, communication with team leads. Inter-company invoicing. Keeping records of all expense invoices for accounting purposes and submitting copies of invoices to accountants Compiling list of invoices due for payment Ensuring all company legal documents are up to date. Ensuring POPI and PAIA compliancy. Assisting with BEE certification Assisting with renewals and add to company insurance policy. Monitoring ordering stock for the office Making travel arrangements if needed. Assisting with booking any required services for the office or for MD Managing monthly support buckets Communication to staff
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