Somerset West: Practice and Office Administration Manager posted by Helderberg Personnel

Overall role
To ensure the daily operations of the accounting practice, in terms of client relations, administration, billing, systems and documentation, while driving continuous improvement, technology adoption, and client experience.  Sufficient accounting knowledge to liaise with staff, understand client needs / queries and manage documents will be required although core accounting functions (eg. financial statements, taxation etc.), will not be part of this role.

Qualifications & experience

• Matric (Grade 12)
• Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar preferred.
• Experience in a client-facing role, preferably in accounting / financial services or professional services.
• Demonstrable experience in billing / invoicing, document handling, admin coordination.
• Strong computer literacy, especially Excel, and the ability to manage and utilise further office management systems – experience proficient
• Good written and verbal communication skills.

Responsibilities
Client Experience, Relationship Management, Workflow & Internal Systems

• Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
• Client on-boarding: collecting necessary documents, explaining what’s expected, ensuring paperwork is complete, serve as liaison between departments
• Assisting with automation of on-boarding process including forms
• Schedule meetings / follow-ups between clients and staff.
• Respond to client queries: status of work, billing, deliverables, deadlines.
• Maintain client database / CRM; update client records (eg. contacts, relevant documents).

Billing, documents & administration

• Prepare and send invoices; follow up on outstanding payments.
• Manage all client documentation: engagement letters, signed agreements, forms.
• Maintain both digital and physical filing systems.
• Assist with report preparation: receivables, billing ageing, client status.
• Timesheet reporting and analysis
• Oversee front-office administration: reception, greeting clients, handling mail / emails, tracking office supplies, liaison for office matters and switchboard management
• Assist with marketing aspects and client communication list management
• Organize company events and activities that strengthen team culture.

Internal systems

• Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
• Ensure deadlines are met; remind/accountability to staff where needed

Computer & technical skills

• Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
• Comfortable learning internal administration / financial software (billing systems, client management)
• Email & calendar management skills

Soft skills

• Extremely detail-oriented
• Strong communication skills – both written and spoken (English; any other languages such as Afrikaans are a plus).
• Systems thinker, problem-solver, and proactive communicator.
• Customer-oriented, friendly and professional.
• Good organizational skills and able to multitask.
• Adaptive and willing to learn new systems
• High level of integrity, confidentiality).