Job Description

OFFICE ADMINISTRATOR – 6 MONTH CONTRACT

• My client (multinational) is seeking a versatile and detail-oriented Office Administrator (6 month contract) to join our dynamic team in Umhlanga. This multifaceted role combines reception duties, accounts payable, and administration with elements of accounting to ensure the smooth and efficient running of the office. The successful candidate will thrive in a fast-paced environment, balancing financial responsibilities with general office management tasks.

Reception Duties

• Operate the switchboard and manage incoming messages professionally.
• Coordinate courier services for pick-up and delivery.
• Monitor and replenish office supplies, including groceries, stationery, and IT equipment.
• Issue petty cash payments and manage guest reception, including meeting room bookings and refreshments.
• Assist employees with office access queries (e.g., keys, remotes, seating).
• Maintain a clean, organized, and secure office environment, addressing repairs and maintenance as needed.
• Arrange and manage office events, including Friday lunches and other staff functions.
• Provide COVID-19 screening and monitoring when required.

Accounts Payable

• Capture daily invoices and credit notes for administrative expenses, ensuring compliance with VAT and tax invoice requirements.
• Allocate creditor payments and prepare payment packs for review by the accountant.
• Reconcile stock invoice lines on AMAX and conduct monthly RMB reconciliations.

Administration

• Handle document reception (couriered or postal), ensuring proper logging and filing.
• Assist with credit applications, FICA documentation, and various administrative tasks.
• Arrange travel bookings, including flights, visas, and accommodation.
• Monitor and renew cell phone/data contracts and track office IT expenses.
• Maintain leave schedules and reconcile against payroll records.
• Manage the fixed asset register, including asset verification and monthly depreciation journals.
• Archive and organize physical and digital files for easy access and retrieval.

Accounting Support

• Assist with monthly reconciliations, including stock financing and petty cash.
• Update daily FX rates on AMAX and assist with GL account postings.
• Process monthly RMB interest income/expense provisions.

Skills & Experience:

• Proven background in office administration, accounts payable, or finance.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong organizational skills and attention to detail, especially with numerical data.
• Proficiency in Microsoft Office and familiarity with accounting software (AMAX experience is advantageous).
• Knowledge of VAT compliance and general ledger (GL) postings.