One of the largest mid-tier accounting firms in South Africa is looking for an Office Manager to join their team in their Stellenbosch office!

Requirements:

• Matric
• Qualification in Office Management or similar would be advantageous
• 2-3 years experience in similar position
• MS Office experience
• Telephone etiquette
• Friendly, professional, and well spoken

Duties and responsibilities will include, but not be limited to:

Office Management:

• Ensure all lights, doors, etc., are in working condition and, where required, arrange for repairs.
• Report any faults to the Inverter and DB Boards of the office to the Landlord.
• Report any faulty office equipment to suppliers (microwave, fridges, water filters, etc.) Replace it where necessary.
• Inform the landlord if the aircons needs to be serviced.
• Ensure office register is kept of keys and remotes issued and follow up to ensure it is received back when employees leave the firm.
• Arrange new remotes and keys for staff responsible for fault reporting and new purchases.
• Arrange for fumigation of the office building.
• Allocating parking bays, speak to owners partners and management.
• Parking signage inform landlord if signage is not up to date.
• Ordering of furniture (desks and chairs) where required, and arranging for repairs of broken furniture
• Main Liaison between firm and landlord relating to building infrastructure, maintenance, fault reporting etc.
• Ensure that all bathrooms are kept neat and tidy. Any faults must be reported to landlord to resolve.
• Ensure all office workspaces are kept clean and tidy, and information in meeting rooms is current and relevant.
• Assist with all renovations
• Ensure all fire extinguishers are serviced
• She rep check the list
• Assisting the Accountant with receipts
• Manage the cleaner and ensure they clean all facilities (office area, workstations, offices, meeting rooms, reception, all bathrooms, kitchens, all equipment etc.)

Reception:

• Answer all calls and take messages where required.
• Receive visitors in reception and direct and guide them where they need to go.
• Making refreshments for visitors
• Ensure the reception area is neat and kept tidy
• Making sure the Front door and safety gate at reception is closed and locked everyday
• Manage meeting room bookings in outlook on behalf of partners or staff where required
• Switching on/off on all air conditioning systems in boardrooms and reception area before COB everyday
• Ordering of stationery and office supplies and ensuring all stock/supplies are packed and neatly presented in the cupboards in the reception area
• Arrange a car wash on Tuesdays and Wednesdays for the office.
• Receiving, sending, and distributing documents or parcels delivered by courier companies.
• Organizing, sorting, and carefully distributing office posts when received.

Finance:

• Capture and issue invoices and credit notes to clients.
• Do bank receipts of the Stellenbosch office.
• Make it look presentable, add to letterhead, signatures, ensure formatting, etc. is correct.
• Do write-offs if Partner asks.
• Follow up with debtors on outstanding invoices. Call/email them.
• Keep all slips of purchases for the office. Summarize all purchases on an Excel sheet and send to the Accountant regularly.

GreatSoft Administration:

• Load new clients into the system for the Stellenbosch office
• Assign tasks to clients by request from Managers/Clerks
• Approve Time sheets for all Stellenbosch staff and inform the CRM Administrator once all time sheets are approved or if there are any issues
• Draw reports for Partner as they are requested.

Consumables:

• Send the order of pods to the Office Manager in Bellville. Arrange maintenance where needed.
• Ordering of bar stock for the kitchen. Ensure it is always full of beverages when needed.
• Purchasing of all cutlery, tea, coffee, toasters, etc.
• Ensure water bottles around the office are filled up.
• Ensure water filters are cleaned regularly,y and if there are any problems, they need to be reported to the supplier.
• Ensure water coolers are in working condition. Report any faults to the supplier.
• Ordering hand towels.
• New business cards
• Commissioner of Oath Stamps

Marketing:

• Get the latest templates for PKFSA
• Arrange Professional staff photos at the beginning of each year
• Liasson with the Marketing company on any marketing-related things that need to be done.

Events:

• Internal occasions
• Birthday, Covid-19, new starts, wedding and engagement, Welcomes (only of STB office)
• Year-end function, management lunches, CSI, Wonderful day, slipper day, PKF annual, Employee wellness, 3rd year trainees, Teambuilding. Help the Office Manager in Bellville to arrange for the Stellenbosch office.
• Calendar bookings and mailers to staff (Stellenbosch office)

General:

Drafting of client engagement letters, other client letters, copy to letterheads, adding signatures, proofreading, and ensuring the letters look neat and professional before they are sent to clients.

Click Go Apply to apply online!

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