Job Title

Office Administrator/Basic Bookkeeper

South Africa, Western Cape
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R13000 - R15000 Per Month
Area: South Africa, Western Cape
Sector: Project Management
Posted: 27 May 2024

Job Details

A well-established and reputable events agency based in Cape Town is looking for a skilled Office Administrator with basic bookkeeping skills to join their team and contribute to the smooth operation of their office. The ideal candidate will be organized, detail oriented, and proficient in administrative tasks. This role mainly involves coordinating administration and bookkeeping functions within the project and events industry. In addition, they will provide administrative support to various departments, and ensure efficient communication within the organization. 

The successful candidate will also be responsible for the provision of bookkeeping services, by supporting the team in the daily, weekly, and monthly tracking of company expenditure and inter-departmental transacting. 

This position provides exposure to various key roles and the successful candidate will have the opportunity to be groomed and eventually integrated into a more specialized role.  
 
DUTIES & RESPONSIBILITIES, NOT LIMITED TO: 

  • Handle incoming calls, emails, and correspondence 
  • Basic bookkeeping functions required: 
    • Work with and alongside Accounts Department in order to provide support in the following areas: 
      • Monthly Statement downloads and distribution  
      • XERO Accounting daily transaction allocations  
      • Support in vendor vetting processes  
      • Working with creditors and debtors  
      • Handling account queries 
      • Receipt and allocation of payments 
      • Monitoring and following up on outstanding accounts 
      • Sorting and filing of financial records 
      • Reconciliations and Monthly Recoveries 
      • Generating of Invoices 
      • Customer and Order Liaison 
  • Sales Administration Skills / Report Writing 
  • Good telephone etiquette and manner 
  • Good Verbal and Business Communication Skills 
  • Coordinate appointments and meetings, including scheduling worktimes and 
    projects/events 
  • Assist in the preparation of reports, presentations, and documents as requested 
  • Maintain filing systems, both electronic and physical, ensuring accuracy and 
    accessibility 
  • Adhere to company policies and procedures, maintaining confidentiality and 
    professionalism at all times 
  • Travel coordination by arrangement of flights and accommodation for both staff 
    and relevant stakeholders for company events 
  • Calendar management and booking of venues 
  • Manage storeroom merchandise stock and inventory efficiently 
  • Minute taking for all meetings between teams and stakeholders   

REQUIREMENTS  

  • High school diploma or equivalent; additional certification in office administration and bookkeeping would be an advantage 
  • Proven experience in an administrative role, preferably in an office environment 
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software 
  • Excellent communication skills, both written and verbal 
  • Strong organizational and time management abilities 
  • Ability to prioritize tasks and work independently with minimal supervision 
  • Attention to detail and accuracy in completing tasks 
  • Ability to handle confidential information with discretion 
  • Ability to work remotely and without constant supervision 
  • A working knowledge of Sage Accounting and XERO Accounting or similar.  

Personal Skills/Attributes: 

  • Assertive 
  • Organized 
  • Efficient 
  • Performance Driven 
  • High Energy 
  • Outgoing and friendly demeanour 
  • Self-motivated 
  • Trustworthy