Cape Town: Administrator / Practice Administrator (Accounting Firm) – Bellville posted by Sagen Advisory

About the Role

The Administrator will provide comprehensive administrative, compliance, and client support within an accounting practice. The role is responsible for client onboarding, FICA compliance, document management, workflow coordination, and ongoing administrative support to ensure smooth day-to-day operations and excellent client service.

Key Responsibilities

• Answer incoming calls, emails, and client queries professionally
• Manage calendars, meetings, and appointments
• Maintain office organisation and stationery supplies
• Send and manage onboarding forms and engagement letters
• Capture and maintain accurate client details on CRM and practice systems
• Set up new clients on accounting and tax software
• Follow up on outstanding onboarding documentation
• Request, collect, and verify FICA documentation
• Ensure compliance with the FIC Act requirements
• Maintain secure digital and physical FICA records
• Update FICA information annually or when client details change
• Maintain structured digital and physical filing systems
• Scan, print, copy, and bind documents
• File and archive SARS correspondence, financial statements, and tax records
• Manage secure document storage and archiving
• Draft, format, and issue proposals and fee quotes
• Track proposal acceptance and manage follow-ups
• Ensure compliance with internal templates and regulatory standards
• Send reminders for statutory deadlines (VAT, PAYE, Provisional Tax)
• Request documents required for accounting, tax, and payroll processing
• Provide statements, tax clearances, and document copies on request
• Route technical queries to the appropriate team members
• Download and distribute correspondence from South African Revenue Service
• Upload supporting documents for verifications and audits
• Assist with SARS appointment bookings
• Prepare documentation for submissions to Companies and Intellectual Property Commission
• Request monthly bookkeeping and compliance documentation
• Capture tasks and deadlines in workflow systems
• Monitor job progress and statutory deadlines
• Assist with billing preparation and debtor follow-ups
• Coordinate meetings and internal events
• Assist with HR administration (leave tracking, onboarding records)
• Ensure POPIA-compliant handling of confidential client data

Requirements

• Matric (Grade 12) essential
• Minimum 25 years experience in an accounting or professional services environment
• Experience with FICA compliance and practice administration
• Exposure to accounting, tax, or audit firms highly advantageous
• Candidates with South African Institute of Professional Accountants clerkship or equivalent experience will be beneficial

Qualifications

No formal qualifications mentioned.

Salary & Benefits

Salary: R15 000-R25 000 per month.