Western Cape: Administration Manager posted by Persona Staff

• BCom degree or equivalent qualification is preferred. 
• A minimum of 5 years of experience in a similar executive assistant or administrative role supporting senior executives.
• Strong experience with financial tracking, including updating and managing spreadsheets, and understanding of multiple revenue streams.
• Highly numerate, with a strong ability to manage financial reports and spreadsheets.
• Proficient in Microsoft Office Suite, particularly Excel for financial reporting and tracking.
• Ability and willingness to travel when required.

RESPONSIBILITIES 

• In conjunction with CEO, maintain an organogram’ for all entities and assets.
• Maintain a cloud-based administration and filing system with respect to various trading entities including but not limited to:
  • Shareholder Agreement & MOI
  • Share certificates
  • Cap tables (shareholders and percentages)
  • Key entity details
• Annual financial statements.
• Key transaction history including copies of relevant signed contracts.
• Copies of key commercial contracts per entity.
• Maintain administration and filing with respect to various properties including but not limited to:
  • Fixed Asset Register (includes ALL assets)
  • Review and monitor maintenance of List of all systems per property
  • Review and monitor Servicing / Maintenance Year Planner and Schedule for all major systems and assets per property.
  • Review and monitor deliverables for the house manager(s)
• Motor Vehicles, Boats, Aircraft & Other
  • License schedule and implementation of License Schedule
  • Service schedules and implementation of Service Schedule
  • Insurance renewals (see below)
• Insurance
  • Participate in the annual insurance review
  • Record and implement outcomes of the review process.
• Financial & Administration
  • Assist with maintaining the monthly operational cash flows schedule.
  • Assist with payment approvals, ensuring approved payments are in turn loaded and released.
  • Assist to maintain report on Investment Returns Schedules.
  • Assist with the administration of all invoices and payments.
  • General administration – with general financial matters such as opening bank accounts, KYC / FICA, any project reconciliations.
• Personal Assistance
  • Bookings of helicopter landings (phone and book, indemnity form)
  • Car rental bookings
  • Restaurant bookings
  • Boat berth booking and organize boat manger to launch and retrieve boat
  • Possibly some other minor admin activities.
  • Possibly assistance with booking flights (infrequent), booking accommodation (infrequent and unlikely – likely CEO  will do himself.)

To apply, please send your CV with your salary expectations to .za
 
Please note that only shortlisted candidates will be contacted. Should you not receive feedback within 48 hours, please accept your application as unsuccessful.
 
Persona Staff (Pty) Ltd is POPIA (Protection of Personal Information Act, 2013) compliant, all personal information is protected according to legislation. By applying for any of our available vacancies, you give Persona Staff consent to process your Personal Information for Recruitment Purposes, according to the POPI ACT, 2013. If you have any concerns regarding your Personal Information and our compliance towards the legislation, you are welcome to request our POPI Act Policy.