Stellenbosch: Office Client Manager

About the Role

The successful candidate will act as the “Director of First Impressions” and be responsible for creating a great first impression with clients, both face-to-face and over the phone. This role requires excellent communication skills, both written and verbal, to effectively interact with senior management and clients.

Key Responsibilities

• Greet clients, answer calls, and manage incoming correspondence with professionalism and warmth.
• Oversee the day-to-day operations of the office, ensuring everything is running smoothly, including supplies, facilities, post-handling, and equipment.
• Maintain organized digital filing systems, ensuring accurate, secure, and efficient document management in a paperless environment.
• Support health and safety administration, including acting as Fire Warden and First Aider while coordinating compliance checks and documentation.
• Assist the finance team with monthly invoicing (autobills), petty cash, and expense administration.
• Manage directors’ diaries, assist with meeting arrangements, and take minutes when required.
• Support the onboarding and offboarding of clients, including conducting AML checks, VAT/PAYE registrations, and ensuring a seamless client experience.
• Manage client correspondence and liaise with HMRC to assist with ad hoc queries when required.
• Assist with implementing and configuring accounting and business software for new and existing clients.
• Maintain accurate client databases and CRM records (Fibre system).
• Liaise with IT support to resolve technical issues and coordinate system set-up for new employees.
• Support the maintenance of accounting and practice management systems such as Xero to ensure operational efficiency.
• Assist with marketing administration, including coordinating events, managing social media updates, and supporting email marketing campaigns.
• Help maintain the firm’s brand presence and client communications.
• Coordinate employee onboarding and induction, ensuring new team members are having a positive start.
• Assist directors in organizing internal meetings, training sessions, and team initiatives.
• Foster a positive team culture by organizing social events, celebrations, and internal engagement activities.
• Support or lead special internal projects where required.

Requirements

• Some qualification would be advantageous
• Minimum 2 years’ previous experience working within a busy office or administrative environment

Qualifications

• Formal education/certifications (Bachelor’s, LLB, Matric, etc.) are not specified as a requirement for this role.