Introduction

We are seeking a highly organised, reliable and motivated Operations & Bookkeeping Administrator to provide day-to-day administrative, bookkeeping and operational support within a busy and fast-paced environment.

The successful candidate will play an important role in ensuring the smooth running of daily business operations. This position combines bookkeeping and financial administration, general office administration, client communication, document management and operational coordination.

The ideal candidate will be hands-on, detail-oriented and comfortable managing multiple responsibilities simultaneously while maintaining a professional approach when dealing with clients, suppliers, service providers and internal team members.

Duties & Responsibilities

Bookkeeping & Financial Administration

• Assist with day-to-day bookkeeping and financial administration.
• Capture and maintain accurate financial information.
• Assist with bookkeeping activities using Xero.
• Maintain organised and accurate financial documentation and records.
• Assist with general finance-related administrative duties as required.
• Ensure supporting documentation is complete, accurate and properly filed.

General Administration & Operations

• Provide comprehensive administrative support to the operations team.
• Assist with the smooth day-to-day running of business operations.
• Maintain accurate records, files and supporting documentation.
• Ensure documentation and internal records are kept up to date.
• Coordinate and follow up on outstanding administrative matters.
• Assist with general operational duties and provide support to the wider team where required.
• Manage multiple administrative priorities within a fast-paced working environment.

Client Administration & Communication

• Communicate professionally with clients throughout the application process.
• Assist clients with the collection and submission of required documentation.
• Follow up with clients regarding outstanding information or documents.
• Provide clients with updates regarding the progress of their applications.
• Respond to general customer queries professionally and efficiently.
• Direct queries to the appropriate internal team member where necessary.
• Maintain clear and professional communication with clients throughout the process.

Vehicle & Operational Administration

• Coordinate vehicle-related administrative requirements.
• Assist with vehicle licence renewals.
• Assist with the administration and management of traffic fines.
• Maintain accurate records relating to vehicles and associated documentation.
• Ensure vehicle-related administrative requirements are followed up and completed within the required timeframes.

Accident Claims Administration

• Assist clients with the administration and coordination of accident claims.
• Coordinate the claims process and ensure relevant documentation is collected.
• Liaise with the relevant parties throughout the claims process.
• Provide clients with regular updates regarding the progress of their claims.
• Maintain accurate records of claims and related correspondence.

Supplier, Service Provider & Insurer Liaison

• Liaise professionally with external service providers, suppliers and insurers when required.
• Follow up on outstanding information, documentation or services.
• Maintain accurate records of correspondence and supporting documentation.
• Assist with coordinating operational requirements between clients, suppliers, insurers and internal team members.

Desired Experience & Qualification

Candidates must meet the following minimum criteria:

• Matric / Grade 12 is essential.
• Minimum 2 years' experience within a bookkeeping, administration and/or operations-related position.
• Good computer literacy.
• Good working knowledge of Microsoft Office, particularly:
  • Microsoft Excel
  • Microsoft Word
  • Microsoft Outlook
• Excellent verbal and written communication skills.
• Strong organisational and administrative skills.
• Excellent attention to detail and accuracy.
• Ability to multitask and manage competing priorities.
• Ability to work effectively within a fast-paced environment.
• Professional and client-focused approach.
• Reliable, motivated and willing to assist across different areas of the business.
• Valid South African driver's licence is essential.
• Candidates should be available to start as soon as possible.

Advantageous Experience & Qualifications

The following will be considered advantageous:

• Qualification in Bookkeeping, Accounting, Finance or Business Administration.
• Previous hands-on bookkeeping experience.
• Previous experience using Xero accounting software.
• Experience combining bookkeeping responsibilities with general administration or operational support.
• Experience dealing directly with customers or clients.
• Experience with vehicle-related administration.
• Exposure to accident claims, insurers, suppliers or service-provider coordination.

Skills & Competencies

The successful candidate should demonstrate:

• Strong bookkeeping and numerical aptitude.
• High level of accuracy and attention to detail.
• Excellent administrative ability.
• Strong organisational and time-management skills.
• Professional telephone and email communication.
• Customer service orientation.
• Ability to follow up consistently and take ownership of outstanding matters.
• Ability to maintain accurate and organised records.
• Ability to work independently while also supporting a wider team.
• Ability to prioritise workloads and meet deadlines.
• Strong problem-solving ability.
• Professionalism, reliability and accountability.
• Positive, proactive and motivated attitude.
• Ability to remain organised while handling multiple tasks and client requirements.

Ideal Candidate Profile

The ideal candidate is a hands-on administrator with solid bookkeeping exposure who enjoys working across different areas of a business rather than performing only one specialised function.

You should be comfortable moving between bookkeeping, client communication, document collection, operational administration, vehicle-related matters and general team support during the course of the day.

This position will suit someone who is highly organised, dependable, detail-oriented and proactive, with the ability to follow matters through to completion without requiring constant supervision.

Due to the operational requirements of the position, availability to start ASAP will be strongly preferred.

Package & Remuneration

R15,000 – R20,000 gross per month, depending on experience and qualifications.