Office Manager - Port Elizabeth, South Africa - Performit Personnel
Description
We are looking for an experienced Office Manager for a Renowned Company in Port Elizabeth.
Short Summary of the purpose of the role:
Independently manage, plan, direct and coordinate the administration and support function of the firm to ensure best practices are implemented to streamline internal processes and staff productivity. Direct supervision of administration staff.
Academic Qualifications Required:
BCom degree with financial / management accounting & business management
At least 10 years of experience in a general management/supervisory position
KRA's
Asset management
Administrative efficiency
Stakeholder value
Budget management
Skills & Competencies:
Highly organised – plan & prioritise
High energy and performance-driven
Quick thinking and ability to multi-task
Communication skills (verbal and written)
Motivation and leadership skills
Decision-making and problem-solving abilities
Attention to detail
Ability to work under pressure
Experience:
Customer & Personal Service: ability to deal with clients and colleagues in a professional manner
Administration & Management: knowledge of office administration, financial and management principles involved in planning, resource allocation, leadership and coordination of people and resources
Financial Understanding: able to read and understand financial statements
Procedures & Systems: knowledge and compliance of general office procedures
Quality Control: knowledge of accounting, auditing and taxation procedures in terms of Professional Standards
Required Computer Packages:
Microsoft office – Excel, Word, PowerPoint, Outlook
Greatsoft (advantageous)
Pastel accounting (advantageous)
Key Duties and Responsibilities:
Asset Management
Oversee and control all aspects relating to building structures and furnishings
Obtain quotations and manage agreements of all acquisitions,
Administrative Efficiency
Co-ordinate and maintain the firm's archiving system for easy accessibility
Monitor and co-ordinate the firm's database using the practice
Maintain and control the service agreements with all suppliers and other agents
Stakeholder Value
Administer, advise upon, and consolidate the firm's BEE plan and scorecard
Financial and Budget Management
Prepare the annual budget for the various PKF companies
Oversee the preparation of daily cash flow and interpretation of cash movements
Ensure PAYE and VAT are processed and paid via EFiling
FICA Compliance
Ensure FICA requirements are met
Inform employees and directors of processes to be followed
Ensure all staff and directors are trained and aware of the FICA reporting requirements
Ensure the company complies with relevant legislation.
Report irregular or possible money laundering/terrorist financing activities as identified by staff
Ensure all supporting documentation and records are kept/.archived as required and available on request
Banking
Provide debtors age analysis for all entities every month
Consult and address overdraft facilities and requirements
Submit annual financial statements
Provide required FICA documentation when requested
Arrange and assist with internet banking facilities and issues
Maintain and control auto cards
Greatsoft
Administer all aspects of Greatsoft and maintenance of database
Assist in development and improvement of the system to achieve goals and address requirements
Set up and maintain standard fee narrations and task codes
Provide training and guidance to all staff relating to the use of the system
Balance and run month-end reports
Perform month-end processes and run month-end
Coordinate and assist with the creation and set up of new reporting requirements as and when needed
Assist with creating and maintaining task codes and linking to clients
Assist employees with re-setting passwords when locked out of the system, when they forget their passwords
Assist with any queries raised by any employee
Submit support requests for all issues not internally resolved for any employee
Provide training to new users or refreshers to current staff
Other tasks
Compliance with the firm's System of Quality Management (SOQM), policies and procedures.
Compliance with the firm's Employee Code of Conduct which consists of the firm's HR policies, SAICA, IRBA and IESBA Codes of Conduct.