Job Purpose:
This role is to provide the organisation with administration functions across multiple departments to ensure the smooth operation within the business.
Responsibilities:
Communication with clients:
- Emails (Outlook) – clear wording and professionalism
- Phone calls – explaining clearly, friendliness, understanding towards clients, and professionalism
Processing Income Tax Returns:
- Ensuring returns are processed correctly.
- Logbooks: processed correctly and sent for approval
- Schedules: processed correctly and sent for approval
- Company car claim, Travel claim, Commission claim, Home Office claim, Rental Income, Local Business claim, independent contractor Donations, Disability claims, Capital Gains/Losses, Unemployment, Foreign Income, Estates – Load claim on e-filing correctly
- Medical Aid, Retirement Annuity, Interest earned and IRP5’s – automatically loaded on return, checked to ensure that it is correct before submitting
- SARS Appointments: sending the request to Linda (if relating to banking details, if not then you can __ the appointment yourself), requesting required documents from clients and ensuring that they are correct. Submitting the documents to SARS in a timely manner, 24 hours before the appointment.
- SARS calls/Escalations/complaints – done in a timely manner to avoid any delays on the audit/disputes.
Invoicing:
- Invoicing correctly and in a timely manner (day before refund pays out)
- Phoning the client on the day you invoice, the day they get paid out, and following up regularly if the invoice is not paid once they get their refund.
- Ensuring payments are received
- Sending thank you for Payment emails
RIIVO – TTT CRM Software System:
- Riivo data to be captured correctly
- Loading leads when referrals come through
- Loading all the client’s information when you get the LOE
- Loading/updating the cases correctly
- Loading/updating the invoices correctly
- Loading/updating tasks correctly
Office Committees:
- Head Office has multiple committees that each employee is a part of. Uniforms, Stationery & Printers, First Aid, Week of Fun, Birthday, Secret Santa, Production Posters, Bi-monthly socials, Christmas Party, Riivo, social media, Covid-19, Kitchen duties, Computers, phones and internet (15 Committees in the office). They will be looked at and changed at the beginning of January to provide different opportunities to be part of the company.
- KPI – Contribution and attitude towards your committee/committees.
Communication with head office staff:
- Emails (Outlook) – clear wording and professionalism
- Office – friendliness and professionalism
Key Performance Indications: (Measurable deliverables):
- Payments are not outstanding more than 7 days
- Returns are handled within 30 days
- Riivo is captured without any mistakes
- Contracts are received and signed before any work is done
Key Performance Areas: (Unmeasurable deliverables):
- Grammar is correct in emails with no mistakes
- Emails are replied to within 12 hours
- Scripted emails are used
- Professionalism is delivered every time to both clients and team members
- Phone is answered within 3 rings
Tools Provided:
- Computer
- Phone
- Riivo
- Computer Software
- SARS Systems
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