1. Qualifications

• Matric (essential).
• Certificate or Diploma in Office Administration, Business Administration, or related field (advantageous).
• Basic understanding of bookkeeping/accounting principles (advantageous but not essential).
• Strong computer literacy: MS Office (Excel, Word, Outlook), Google Workspace.
• Experience with accounting systems such as Sage, Xero, QuickBooks or similar (advantage).
• Excellent communication and organisational skills.
• High attention to detail and accuracy.
• Ability to multitask and work under pressure in a deadline-driven environment.

2. Experience

• 2–3 years’ experience as a Personal Assistant, Office Administrator, or similar role.
• Experience in a bookkeeping, accounting, financial services, or professional services environment highly beneficial.
• Proven experience in:
• Booking and confirming appointments.
• Managing calendars and scheduling.
• Handling monthly billing and invoicing processes.
• Following up on outstanding payments/collections.
• Administrative reporting and document management.
• Office management and staff timekeeping systems.

3. Duties & Responsibilities

Appointment & Calendar Management

• Book, schedule, and confirm client appointments.
• Manage calendars for directors, accountants, or bookkeepers.
• Send reminders to clients and ensure all meetings are prepared for.

Monthly Billing & Collections

• Prepare and process monthly billing and invoices.
• Send statements to clients and follow up on outstanding payments.
• Work with the accounts team to ensure accurate billing and allocation of payments.

Administrative & Reporting

• Update SLA documents and ensure all client information is accurate and up to date.
• Compile monthly sales reports, performance reports, and administrative summaries.
• Assist with maintaining digital and physical filing systems.
• Prepare documents, correspondence, and communication on behalf of management.

Office Management

• Oversee office operations to ensure efficiency.
• Manage clock-in systems and timesheet administration.
• Track staff time allocations for billing and project reporting.
• Monitor office supplies and place orders when needed.
• Assist with onboarding processes for new staff (documentation, scheduling, access setup).

Support to Management

• Handle confidential information with discretion.
• Support Directors/Accountants with ad-hoc tasks, project coordination, and admin.
• Ensure all deadlines are met and follow-ups are done timeously.

Contact information

Ruan