Sagen Advisory recruitment company seeks a full-time, experienced Administrator and Secretary to join a well-known and respected medium-sized Accounting and Consultancy firm in Stellenbosch. This is an ideal position for professionals seeking a half-day, in-office role, working 08:00-14:00, Monday to Friday.

While a background in accounting or law is not required, it will be advantageous.

The Administrator is responsible for performing a range of administrative tasks to ensure the efficient operation of the office. The role involves providing general support to staff, maintaining accurate records, managing files, and assisting in office management duties.

The Administrator further supports the adherence to corporate governance processes for clients. This role involves assisting with the preparation and maintenance of statutory records, corporate filings, and compliance documentation.

This position requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

We are looking for a highly organized, detail-oriented individual with excellent communication and interpersonal skills to manage a variety of administrative and secretarial tasks.

Key Responsibilities

Administrative Support:

• Manage calendars, schedule appointments, and coordinate meetings for the company and CEO.
• Prepare and organize travel arrangements (e.g., flights, accommodations, itineraries).
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Maintain and update electronic filing systems.
• Provide general office support, such as photocopying, scanning, and faxing.

Recordkeeping and Data Entry:

• Maintain accurate and up-to-date filing systems, both paper-based and electronic.
• Perform data entry tasks, ensuring accuracy and timely processing of information.
• Organize and manage company documents, ensuring they are easily accessible when needed.
• Manage the client onboarding process, which includes:
  • Completion of Nolands Stellenbosch client onboarding templates with documents already received from the client, liaising with the client to complete the template in full.
  • Update Greatsoft with all relevant client master data and submit it to the Operations Manager for approval.
  • Action all CIPC & company secretarial registrations/activations for new and current clients.
  • Inform the tax administrator to take action SARS e-Filing profile transfer and all other relevant tax & department of labour regitrations/deregistrations as requested by client during onboarding process.
  • Set-up of file structure on Nolands SharePoint.

• Customer/Client Liaison:
• Greet and direct visitors.
• Distribute monthly SMS reminders to clients iro EMP201 and VAT201 payment due dates.

• Secretarial Administration:
• Ensure that clients comply with their statutory obligations by assisting in the preparation and filing of necessary documents to comply with local and international regulatory requirements.
• Manage the process of rendering of the following services:
  • Registration and deregistration of companies & trusts.
  • Prepare and submit amendments to company secretarial information with CIPC.
  • Ensure timely submission of annual returns and beneficial ownership disclosures for different entity types at CIPC and the Master of the High Court.
• Maintain company secretarial files of clients on Greatsoft.
• Prepare share certificates for the issuing of new shares and any share transfers.
• Scanning, converting, filing and storing of confidential documents electronically.
• Other general administrative duties.

Billing:

• Load Xero subscription fees on Greatsoft for inclusion in monthly invoices to clients.
• Load CIPC fees on Greatsoft for inclusion in monthly invoices to clients.
• Weekly & monthly pull unbilled WIP (work in process) report, discuss with Operations Manager and raise invoices to clients.

Basic Financial Administration:

• Assist with basic accounting duties such as processing of bank and other entries on behalf of clients in relevant financial software package
• Perform any other reasonable task required by the company.

Key requirements

• Education:

High school diploma or equivalent.

Additional certification in office administration or a related field is a plus.

Experience:

Previous experience in an administrative role or office environment.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office equipment (printers, scanners, fax machines, etc.).

Key Competencies:

• Strong organizational and time management skills.
• Strong interpersonal skills and a customer-service mindset.
• Ability to manage multiple tasks simultaneously and work under pressure.
• Attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion.
• Proactive and able to work independently or as part of a team.
• A basic understanding of accounting processes would be advantageous.
• Experience working on Xero would be advantageous.
• Must have a valid drivers license and own transport to travel to and from clients as required.

Working Conditions:

Location: On-site office environment.

Working Hours: Full-time, Monday to Friday 08:00 to 14:00, with occasional overtime if required.

Physical Demands: Some lifting (e.g., moving office supplies) may be required.

Reports To: Operations Manager.

Salary: R12 000 -R15 000pm depending on experience and qualification

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