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    Office Manager - Cape Town, South Africa - Silk Road Consulting (Pty) Ltd

    Silk Road Consulting (Pty) Ltd
    Silk Road Consulting (Pty) Ltd Cape Town, South Africa

    3 days ago

    Default job background
    Description

    Title:
    Office Manager

    Place of work:
    Cape Town, CBD

    Reporting to:
    FM and Assistant FM


    Responsibilities:

    Administrative Support

    • Perform general administrative tasks, such as filing, copying, sourcing signatures and scanning.
    • For example:
    • Ensure that the filing of all resolutions and invoices relating to trust payments are filed.
    • Ensure that filing relating to all payments and receipts in the group are filed and corresponds to
    bank statements.

    • Filing of bank statements, custodian statements, fund statements & letters.
    • Ensure that all necessary benefactors documents are filed, such as IT144's and section 18A
    receipts, as well as arranging signature of the same.

    • Co-ordinate and take responsibility for the circulation of documents for signature on Adobe Sign
    • Report on the status of such signatures in an orderly manner.
    • Assist with general document preparation, formatting, and editing.
    • Providing service providers with any information, documents, and statements.
    • Maintain FICA / KYC Master file and ensure that all FICA / KYC documents are up to date.
    • Review FICA / KYC requests from the banks and compile information to be submitted for review by
    managers.

    • Compiling group structure diagrams from time to time with instruction from your manager.
    • Confirming banking details with third parties
    • General liaison with service providers.

    Data Capturing & Financial Administrative Support

    • Data capturing which shall include, but not be limited to, the following:
    • Capture balances in Excel from various online banking platforms.
    • Download CSV format bank statements from local & offshore accounts and copy them into
    Excel

    • Capture share account balances in Excel from various custodian platforms.
    • Capture CIPC directorship details in Excel or exporting information from Windeed.
    • Capture share and fund units price data in Excel.
    • Monitor all refunds and payables of administrative or office expenses, amongst others, within the group
    and ensure that they are settled accordingly.

    • Collating necessary supporting documents (invoices & banking details) for offshore payments and for
    review. Capturing beneficiary information in payment requisition forms.

    • Capturing beneficiary details on online banking profile for approval by managers.
    • Corresponding with service providers regarding cash balances and ensuring it is captured correctly.
    • Complete and collect proxy voting forms. Correspondence with custodians and managers in this
    regard. Populating the number of votes data in Excel.


    Office Support

    • Handle incoming and outgoing mail in the general inbox and couriering packages.
    • Maintain office supplies and equipment, and coordinate maintenance as needed.
    • Submission / compilation of payment requests related to office administration.
    • Assisting travel agents with travel arrangements for principal members.
    • Assisting with any family related matters or requests.
    • Greet guests, offer & purchase them refreshments.
    • Organise social events for staff and office parties.

    Qualifications & Experience

    • Office Admin diploma or Matric
    • 3 years+ Office admin experience
    • Excellent interpersonal skills
    • Analytical and attention to detail
    • MS Office (Excel)
    • Adobe Sign, Dropbox
    Kindly send your CV with motivation to
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