Stellenbosch: Office Client Manager posted by Mayfly Agri

• Some qualification would be advantageous
• Minimum 2 years’ previous experience working within a busy office or administrative environment
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Professional and confident when communicating with senior management and clients
• A natural ability to create a great first impression, both face-to-face and over the phone
• Comfortable working in a technology-enabled and paperless environment
• Proactive mindset with a “can-do” attitude and willingness to improve processes
• Open to change, innovation and continuous improvement
• Able to maintain confidentiality and handle sensitive information with discretion
• Strong attention to detail and organisational skills
• Excellent communication skills, both written and verbal
• Team player who contributes positively to team culture and collaboration
• Strong MS Office skills including Word, Excel and Outlook
• Comfortable working in a hybrid environment

The successful candidate will be responsible for:

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

Please note that subsequent to the screening and shortlisting process, all further communication will be entered into only with the shortlisted candidates. If you do not receive any feedback from us within 2 weeks of applying, please consider your application unsuccessful.