Office Manager and PA

An established and growing organisation is seeking a highly organised, detail-oriented Office Manager and Administration Support professional to play a central role in ensuring the smooth operation of finance, HR, compliance, and administrative functions.

This position requires a proactive individual who is capable of managing multiple responsibilities simultaneously while maintaining confidentiality, professionalism, and high levels of accuracy.

Responsibilities:

Financial Administration:

• Manage and reconcile petty cash transactions and company credit card expenses
• Oversee debtor collections and follow up on outstanding accounts
• Capture, reconcile, and process creditor invoices and supplier payments
• Process employee advances and maintain accurate financial records
• Assist with month-end financial administration and reporting

Payroll and Employee Administration:

• Prepare and manage monthly payroll-related schedules and payments
• Coordinate submissions relating to provident funds, risk benefits, bargaining councils, unions, and statutory requirements
• Assist with Employment Equity reporting and related compliance activities

Compliance and Regulatory Administration:

• Maintain and update compliance documentation and statutory registrations
• Manage renewals of licences, registrations, and compliance certificates
• Ensure ongoing compliance with regulatory bodies and industry requirements
• Assist with audits and preparation of supporting documentation

Insurance, Fleet and Asset Administration:

• Manage insurance claims and liaise with brokers and insurers
• Maintain accurate fleet and company asset records
• Monitor vehicle licence renewals and related documentation

Procurement and Supplier Coordination:

• Manage supplier relationships and coordinate orders and deliveries
• Oversee uniform procurement and stock administration
• Coordinate supplier payments and related documentation

Tender and Administrative Support:

• Assist with the preparation and submission of tender documentation
• Ensure all compliance documentation required for tenders is accurate and up to date
• Provide comprehensive administrative support to management

Office Operations:

• Oversee day-to-day office management and maintenance
• Coordinate service providers, repairs, and office supplies
• Manage directors' schedules and meeting reminders
• Maintain organised filing systems, both electronic and manual
• Draft professional correspondence and company documents

Injury on Duty (IOD) Administration:

• Manage and administer IOD claims and supporting documentation
• Submit claims to relevant authorities within required deadlines
• Follow up on outstanding claims and maintain accurate records
• Ensure all documentation is professionally prepared and properly filed

Requirements:

• Proven experience in Office Management, Administration, Finance Administration, or a similar multifunctional role
• Strong understanding of debtors, creditors, reconciliations, and payment processing
• Experience with payroll administration and compliance reporting
• Knowledge of South African labour and compliance regulations will be advantageous
• Intermediate to advanced Microsoft Excel skills
• Experience working with accounting and payroll systems
• Exceptional organisational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication and stakeholder management abilities

The successful candidate will be highly organised, deadline-driven, trustworthy, and capable of taking ownership of a broad range of administrative, financial, and compliance responsibilities while supporting the overall efficiency of the business.

Desired Skills:

• Quickbooks
• Pastel
• Financial Admin
• Payroll
• IOD Admin
• Compliance Admin
• Insurance Admin
• Tenders Admin
• Office operations
• Supplier Admin

Desired Work Experience:

• 1 to 2 years Personal Assistant

Desired Qualification Level:

• Diploma

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