OFFICE MANAGER / BOOKKEEPER, R20-22k, Garsfontein
Job Description:
We are seeking a mature highly organized and motivated Office Manager to join our Accounting firm. The ideal candidate will be responsible for overseeing the day-to-day administrative operations, maintaining client relations, managing internal bookkeeping up to the trial balance, and supporting marketing and advertising efforts. The Office Manager will also supervise the receptionist and driver, ensuring efficient workflow and excellent client service.
Key Responsibilities:
Secretarial Duties:
- Handle all tasks related to the Companies and Intellectual Property Commission (CIPC).
- Prepare and file annual returns, director and shareholder changes, and name reservations/changes.
- Draft and amend Memorandums of Incorporation (MOIs).
- Lodge financial statements and maintain statutory records.
- Ensure compliance with CIPC regulations.
- Prepare and submit beneficial owners information.
Accounting Firm’s Books:
- Process the firm's books up to the trial balance stage monthly.
- Process daily bank transactions and reconcile bank statements.
- Generate and send out invoices to clients, and help with debt collection.
- Record and categorize expenses, ensuring all documentation is filed properly.
- Enter financial data accurately into accounting software.
- Prepare financial reports and assist in management accounts preparation.
- Prepare and submit VAT returns, ensuring compliance with regulations.
- Assist with payroll processing and maintain payroll records.
Client Management:
- Maintain the client list in DataGrows, handle onboarding of new clients and removal of old clients.
- Track tasks and services performed for each client.
- Generate monthly reports on outstanding work for each client.
- Act as the primary point of contact for clients regarding administrative matters.
- Maintain organized and accessible client files and ensure compliance with regulatory requirements.
- Monitor client satisfaction and implement strategies to improve client retention.
Marketing and Advertising:
- Liaise with the IT/social media person to update and maintain the firm's website and email signatures.
- Coordinate the creation and scheduling of social media content.
- Assist in planning and executing advertising campaigns.
- Develop and maintain client outreach strategies and organize promotional events.
- Conduct market research and provide insights for marketing strategies.
- Ensure all communications and materials align with the firm's branding.
General Office Management:
- Oversee the receptionist, ensuring efficient office operations and task management.
- Supervise the driver, managing schedules and trips.
- Ensure the office environment is organized and efficient, handling higher-level administrative support activities.
Qualifications:
- Proven experience in an administrative or office management role.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in office software (e.g., Microsoft Office Suite) and accounting software.
- Knowledge of CIPC regulations and requirements.
- Familiarity with marketing and advertising strategies is a plus.
Personal Attributes:
- Detail-oriented and proactive in identifying and solving problems.
- Ability to work independently and as part of a team.
- Strong ethical standards and ability to handle confidential information.
Send CV in Word format + photo to: [email protected] REF: Office Man
Job Type: Full-time
Pay: R18 000,00 - R22 000,00 per month
