January 22, 2025

NOW INTERVIEWING (Cape Town in-person only) 

Administrative professional (half day)

We are a tiny digital content agency looking for a highly organised administrative
professional who can effectively handle three major areas of responsibility:
financial administration, office operations administration, and executive
support. The ideal candidate will be a strong systems thinker with extraordinary
organisational skills and absolutely meticulous attention to detail.

Terms

  • Start date: ASAP
  • Work is on-site at our office in Fish Hoek. Half day: 9:00-12:30, Monday-Friday
  • Remuneration: R12,000-R16,000 per month before deductions.
  • Paid leave on public holidays and leave as per labour legislation.
  • Initial three-month trial, after which you will be offered a one year contract if it is a good fit. This will become a permanent position.

Minimum requirements

  • 5-10 years admin/bookkeeping experience.
  • Sage software proficiency.
  • Advanced Excel skills and experience working on Apple computers.
  • Basic VAT/tax compliance knowledge.
  • Detail ninja with excellent systems thinking capability.
  • Based in/near Fish Hoek.

Job description

1. Finance, accounts & bookkeeping

  • Always maintain a firm grasp of the business’s financial accounts and systems.
  • Find, discuss and implement any ideas to improve the finance, admin & bookkeeping systems.
  • Manage quotations and invoicing in Sage.
  • Set up and maintain an account payment schedule & system.
  • Cash flow management.
  • Set up & maintain monthly payment schedules.
  • Set up & maintain monthly budget spreadsheets.
  • Maintain invoices spreadsheet.
  • Check VAT & income tax submissions.
  • Assist studio coordinator with recon sheets.
  • Liaise with our accountant.
  • Maintain records of all supplier invoices (operational and freelancers).
  • Save all tax invoices and supplier invoices on Dropbox.
  • Maintain up-to-date bank statements on Dropbox.
  • Get monthly overtime, leave etc payroll details to the accountant on time.
  • Save all payslips on Dropbox
  • Maintain a finance calendar.
  • Keep the director briefed about financials & accounts, and flag any possible cost-saving measures.

2. Operational Admin & PA duties

  • Manage the office and take care of the director’s admin.
  • Stock management and ordering, including liaising with other staff about needs, for ink, stationery, snacks, cleaning materials, etc.
  • Coordinate with any office management-related providers, such as couriers, plumbers, alarm people, IT support, etc.
  • Online purchases, and travel bookings as needed.
  • Manage weekly office shopping list.
  • Assist director and studio coordinator with calls for job applications and collating and corresponding with candidates.
  • Manage all admin aspects of staff/freelancer/contractor contracts and NDAs.
  • Set up and maintain any vendor admin required.
  • Submit tender documents on SAP and/or UNGM, as well as any new large systems, such as government or university systems.
  • Assist the director with whatever arises, including calendar management and travel coordination.

3. Overall systems mapping

  • Find, discuss and implement any ideas to improve the finance, operational, admin & bookkeeping systems.
  • Become familiar with all operational aspects of the business.
  • Collaborate with the team to map out all operational processes, collate them into a neat filing system and maintain an up-to-date systems & processes manual.
  • Collaborate with the director in analysing and refining systems & processes.

Key Required Skills & Attributes

1. Financial Acumen

Strong bookkeeping skills with specific experience in:

  • Sage (or similar) accounting software.
  • Basic VAT/tax compliance.
  • Quotation & invoice management.
  • Management of creditors & debtors accounts.
  • Budget tracking.
  • Payment processing.

2. Organisational Excellence

Proven ability to:

  • Set up and maintain detailed records.
  • Manage multiple systems simultaneously.
  • Create and follow systematic processes.
  • Handle sensitive financial information with discretion.
  • Bring your commitment to the business and make real contributions that improve functioning.

3. Technology Proficiency

You must have a solid proficiency in:

  • Apple Mac OS.
  • Sage accounting software.
  • Excel or Apple Numbers (advanced level).
  • Calendar management tools like MS Office or Apple Calendar.
  • Zoom, MS Teams and virtual meeting platforms.
  • Dropbox or similar cloud storage systems.
  • Asana project management software.

4. Interpersonal Skills & Personal Traits

Ability to:

  • Get along with others and work as part of a team.
  • Communicate professionally with clients, suppliers, and team members.
  • Coordinate effectively with accountants, clients, suppliers and team members.
  • Tune in with and support the director.
  • Handle sensitive information with the utmost discretion.
  • Be aligned with our values and ethos (see company info sheet or website).
  • Systems thinker with a great eye for detail and the ability to maintain diverse bits of information.

5. Required Experience Level:

  • 5-10 years of experience in bookkeeping, admin systems and office management.
  • Previous experience as an executive assistant or PA would be valuable.
  • Experience in a creative environment would be beneficial.

To apply, send:

  1. 1-2 page CV
  2. At least two contactable references of people you have worked for.
  3. A paragraph each on:
    • Why you want to work with us.
    • Why you are the right person for the job.

Email: jobs@theearthisround.co.za
Deadline: Friday 31 January 2025
If you haven’t heard back from us by 7 February 2025, we have gone a different way.