Assistant Manager / House Administrator

OVERVIEW: My Client in Johannesburg - A non-profit organisation is urgently recruiting for an Assistant Manager / House Administrator, specifically with a strong Hospitality Background.

POSITION SUMMARY: The position renders general administrative, bookkeeping and payroll support to the Facility Manager.

PETENCIES REQUIRED (MUST HAVE):

1. Mathematical skills
2. Logical thinking skills
3. Communication skills
4. Organizational and administrative skills
5. Honesty and integrity
6. Ability to maintain confidentiality

PETENCIES DESIRED (NICE TO HAVE):

1. HR Experience
2. Bookkeeping Experience
3. HSE Knowledge
4. Administration Coordination

EDUCATION REQUIREMENTS:

1. Matric Certificate
2. Higher Education Certification or Diploma - required

GENERAL DESCRIPTION – JOB PURPOSE: To ensure Payroll Data is accurate and submitted timeously and handling of Payroll Queries.

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
• HR support & filing
• Payroll time sheets & payroll queries
• HR-related queries re employment contracts and filing thereof on personnel files
• Clocking system management
• Disciplinary issues coordination
• 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 and safety – secretarial role
• House forum member and meeting coordinator
• Filing and admin compliance
• Administrative support
• Ensure that source documents and other relevant paperwork is filed correctly
• Provide administrative compliance and support with TPAs and certifications
• Protection of information and source documents and uploading thereof
• 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.