Introduction
Our environmental consulting client is based in Hilton (KZN) and they are looking for a half day Business Support Administrator. This role is responsible for providing administrative, basic bookkeeping and general business support to the company team, and to ensure the administrative side of the business is running effectively and efficiently. The candidate will also provide support to an associated Trust and provide admin and bookkeeping support to the Managing Director. This is a half day position, ideally suited to a person wanting to have afternoons free for family. Own car and license essential.
Duties & Responsibilities
Support for the Business / Scientists:
Project Management (Ongoing)
- Register all new proposals on proposals register and keep track of outcome / progress of these.
- Check that all Letters of Appointment & Contracts are in place and uploaded electronically, follow up and liaise with the team/clients where any are missing.
- Issue new project codes and capture these on Proposal Register and Xero. Capture all new project details on the Project Management Sheet
- Issue all invoices as directed by project managers and update the Project Management Sheet accordingly.
- Establish and manage the business’s Knowledge Database so that project-related information is readily accessible.
Project Management (Monthly)
- Coordinate the submission of time sheets, disbursements (expense claims) and travel claims by all team members
- Forward timesheets to Managing Director for approval
- Upload timesheets to DropBox once approved
- Capture HR costs from timesheets on Project Management Sheet
- Check Expense Reports to ensure that all claims processed on Dext are correct and are correctly captured to the associated project
- Run expense report on Xero for use in updating Project Management Sheet
- Check on payments of invoices and update Project Management Sheet accordingly
- Prepare Project Management Reports for all Project Leaders once all HR and Disbursements costs have been captured
- Issuing monthly statements to all clients (copy in project managers)
- Keep the Age Analysis updated
- Follow up with project leaders on work in progress and outstanding debt to ensure that payments are made timeously
Project Management (Ad hoc)
- Assist the team with preparing and submitting tender documents when needed.
- Initiate debt collection processes on instruction.
General Business Support
- Ensure that all company documentation is reviewed and kept up to date.
- Ensure that asset register and insurance schedules are updated and renewed on a regular basis
- Help implement the Health and Safety compliance requirements of the business, as well as any other business compliance requirements, e.g., the new POPIA Act.
- Ensure the required membership and certification of the team is kept up to date and remind the team about this and help arrange the necessary training/courses where required.
- Provide any administrative and coordination assistance and support to the team as required.
Help improve the effectiveness of all Standard Operating Procedures
- Office kept neat and tidy
Office equipment and supplies well maintained
Desired Experience & Qualification
Grade 12 is a requirement.
A tertiary qualification in bookkeeping, financial admin or in a related field. A valid Driver’s License and own transport are essential.
Bookkeeping/fnancial acumin essential - track record
Min. 3 -5 years of experience working in a similar or related Administrative / Co-ordination / Personal Assistant / Projects Coordinator, and/or Office Support type role.
Experience with Xero Accounting.
Ability to multitask and “do what is require” to assist in this dynamic role.
Working hours 8am -12pm, Monday to Friday
Package & Remuneration
Good market related salary based on experience
