Assistant to the Business Manager

SUMMARY:
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POSITION INFO:
Our client is seeking a professional, reliable, well-spoken and highly organised  individual to provide comprehensive administrative, accounting and operational support to  the Business Manager. The successful candidate will play an important role in the daily running of the business, with  responsibilities including accounting and financial administration, preparation of quotations and invoices, VAT-related administration, audit scheduling, auditor travel arrangements, client liaison, certificate preparation and general office administration. This position requires a mature and proactive individual with excellent attention to detail,  strong communication skills in both English and Afrikaans, and the ability to work  independently while managing multiple tasks and deadlines. We are looking for someone who takes pride in their work, communicates professionally and  can be relied upon to ensure that administrative and operational activities are completed accurately and efficiently. Essential requirements Applicants must meet the following minimum requirements: • A sound accounting background, supported by relevant practical experience and\/or qualifications. • At least three years of relevant accounting and administrative experience. • A valid driver's licence. • Current residence in Cape Town's Northern Suburbs, preferably within convenient travelling distance of Plattekloof 2. • Excellent written and spoken English and Afrikaans. • Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel. • Strong numerical skills and attention to detail. • Excellent organisational, planning and time-management skills. • Professional telephone etiquette and email communication. • The ability to work independently, take initiative and manage competing priorities. • A professional, courteous and presentable manner when dealing with clients. • A high level of integrity, reliability and discretion. • The ability to handle confidential financial, client and business information responsibly. Own reliable transport will be an advantage, particularly for client visits, local errands and  document deliveries. Key responsibilities A. Accounting and financial administration • Prepare and issue client quotations, invoices and statements. • Perform VAT-related administration, ensuring that VAT calculations and supporting documentation are accurate. • Capture and maintain accurate financial records. • Assist with accounts payable and receivable, payment follow-ups and reconciliations. • Maintain customer and supplier records. • Check quotations, invoices and financial documents for accuracy and completeness. • Assist with monthly financial administration and the preparation of supporting documentation for the accountant. • Liaise with the accountant regarding financial records and VAT requirements. • Maintain organised electronic financial records and filing systems. Audit scheduling and coordination • Schedule and coordinate audits between clients and auditors. • Maintain and update the audit schedule and associated tracking registers. • Liaise with clients and auditors to confirm audit dates, arrangements and requirements. • Monitor upcoming audits, outstanding documentation, deadlines and follow-up actions. • Identify scheduling conflicts and coordinate suitable alternatives. • Communicate audit arrangements and changes promptly and professionally. • Ensure that relevant administrative information is available to auditors ahead of scheduled audits. • Maintain accurate records of audit arrangements and related correspondence. Auditor travel and itinerary arrangements • Prepare detailed travel itineraries for all auditors. • Arrange flights, accommodation, car hire and other travel requirements, where applicable. • Coordinate travel logistics in accordance with audit schedules and approved budgets. • Confirm bookings and communicate travel arrangements to auditors well in advance. • Manage changes to travel arrangements when audit dates or requirements change. • Maintain accurate records of travel bookings, costs and related documentation. • Assist with coordinating local and out-of-town travel arrangements. Client liaison and relationship management • Handle telephone calls, emails and routine client enquiries professionally. • Communicate clearly and courteously with clients, auditors, suppliers and other stakeholders. • Follow up on outstanding information, documentation and administrative matters. • Arrange client appointments and meetings. • Visit clients when required to attend to administrative matters. • Build and maintain positive professional relationships with clients. • Represent QSCert-SA in a professional manner during all client interactions. • Maintain confidentiality when handling client and business information. Certification and document administration • Maintain accurate electronic client files, registers and administrative records. • Coordinate the dispatch, couriering, delivery and collection of client certificates and other documents. • Arrange courier services and track deliveries where applicable. • Retain proof of dispatch and delivery and follow up on outstanding consignments. • Assist with tracking certification documentation, audit reports and other outstanding administrative requirements. • Ensure documents are correctly filed, readily retrievable and handled securely. • Follow established procedures when handling certification-related records. • Maintain appropriate confidentiality and respect the impartiality requirements applicable to a certification body. General office and business administration • Provide day-to-day administrative support to the Business Manager. • Manage correspondence, emails, appointments and general office communications. • Prepare professional letters, reports, spreadsheets and other business documents. • Maintain electronic filing systems and administrative tracking registers. • Assist with supplier liaison, office purchases and general operational requirements. • Undertake local errands, document deliveries and collections when required. • Assist with other reasonable administrative and operational duties to ensure the smooth running of the business. Advantageous qualifications and experience The following would be beneficial but are not essential: • A qualification in bookkeeping, accounting, finance or financial administration. • Practical experience using Sage Accounting. • Experience with VAT administration, invoicing, quotations, accounts payable and receivable, and reconciliations. • Experience coordinating schedules, travel arrangements, accommodation or itineraries. • Experience in a small or medium-sized business where a broad range of administrative duties is required. • Experience with document control, quality management systems, auditing or certification administration. • Previous experience in a client-facing administrative role. Candidates with Sage Accounting experience will have an advantage; however, applicants  with a strong accounting background and the ability to learn new systems will also be  considered. The ideal candidate will be: • Professional, trustworthy and dependable. • Highly organised and methodical. • Accurate and attentive to detail. • Confident and well-spoken in both English and Afrikaans. • Proactive, practical and able to use initiative. • Capable of working independently with minimal supervision. • Able to manage multiple responsibilities and meet deadlines. • Courteous and confident when dealing with clients and suppliers. • Comfortable working with financial information and administrative systems. • Adaptable and willing to learn new procedures and certification-related requirements.