OVERVIEW
My Client in Johannesburg - A non - profit organisation is urgently recruiting for an Assistant Manager / House Administrator , specifically with a strong Hospitality Background . The position renders general administrative, bookkeeping and payroll support to the Facility Manager.
COMPETENCIES REQUIRED (MUST HAVE):
- Mathematical skills
- Logical thinking skills
- Communication skills
- Organizational and administrative skills
- Honesty and integrity
- Ability to maintain confidentiality
COMPETENCIES DESIRED (NICE TO HAVE):
- HR Experience
- Bookkeeping Experience
- HSE Knowledge
- Administration Coordination
EDUCATION REQUIREMENTS:
- Matric Certificate
- Higher Education Certification or Diploma - required
THE POSITION REQUIRES: GENERAL DESCRIPTION – JOB PURPOSE:
- To ensure Payroll Data is accurate and submitted timeously and handling of Payroll Queries
- Administrative Functions - Admin and Filing • Human Resource Control and Monitoring
- To Ensure Best Practice is followed in House Procurement
- Accounting, Bookkeeping, Debtor’s management and Creditors Capturing
- Secretarial duties (Minutes for all House Forums) • Provide full House support function to Facility Manger
- Duty Manager Shifts, stand in for Facility manager when not available
GENERAL DUTIES AND RESPONSIBILITIES:
Accounting
- Petty cash
- Reconciliation
- Replenishment and Control
- SASSA pocket money
- Weekly banking
- Charity shop banking and reconciliation
- Donations reconciliation and banking
- Receipt of cash donations & foreign donations banking
- Debtors management and monthly follow-up
- Invoicing of resident fees, nappies, electricity and other items which may occur
- Issue statements of account to residents and ensure that it is settled promptly.
- Assist with annual budgeting
- Loading of orders on Palladium
- Arrange the authorization of invoices for the House
- General bookkeeping support – Palladium
- Assist with budgets and reports for proposals, tracking spend throughout the year ensuring compliance to budget
Human resources
- HR support & filing
- Payroll time sheets & payroll queries
- HR-related queries re employment contracts and filing there-of on personnel files
- Clocking system management
- Disciplinary issues co-ordination
- Recordkeeping of training
Reception & fleet management
- House fleet management
- Petrol card monitoring
- Tracker monitoring
- Vehicle service monitoring
- Reception management, staff rostering and administration processes
Health & safety
- Health and safety – secretarial role
- House forum member and meeting coordinator
- Filing and admin compliance
- All certification compliance
Administrative support
- Ensure that source documents and other relevant paperwork is filed correctly.
- Provide administrative support.
- Compliance and support with TPAs and certifications
- Protection of information and source documents and uploading there-of
- Ensure compliance with internal audits
- Upkeep of Resident database
Procurement & stock control
- Keep track and purchase new supplies as required
- Obtain 3 quotes for purchases
- Track budget and spending per department
- Processing of supplier invoices – raising purchase orders
Applicants should note that only shortlisted candidates will be contacted
