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:
- 1-2 page CV
- At least two contactable references of people you have worked for.
- 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.