Practice and Office Administration Manager at Helderberg Personnel

• The ideal candidate will have Matric (Grade 12) and experience in a client-facing role, preferably in accounting / financial services or professional services.
• A certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar is not essential but preferred. 

Overall role

• To ensure the daily operations of the accounting practice, in terms of client relations, administration, billing, systems and documentation, while driving continuous improvement, technology adoption, and client experience.  
• Sufficient accounting knowledge to liaise with staff, understand client needs / queries and manage documents will be required although core accounting functions (eg. financial statements, taxation etc.), will not be part of this role.

Qualifications & experience

• Matric (Grade 12)
• Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar preferred.
• Experience in a client-facing role, preferably in accounting / financial services or professional services.
• Demonstrable experience in billing / invoicing, document handling, admin coordination.
• Strong computer literacy, especially Excel, and the ability to manage and utilise further office management systems – experience proficient
• Good written and verbal communication skills.

Responsibilities
Client Experience, Relationship Management, Workflow & Internal Systems

• Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
• Client on-boarding: collecting necessary documents, explaining what’s expected, ensuring paperwork is complete, serve as liaison between departments
• Assisting with automation of on-boarding process including forms
• Schedule meetings / follow-ups between clients and staff.
• Respond to client queries: status of work, billing, deliverables, deadlines.
• Maintain client database / CRM; update client records (eg. contacts, relevant documents).

Billing, documents & administration

• Prepare and send invoices; follow up on outstanding payments.
• Manage all client documentation: engagement letters, signed agreements, forms.
• Maintain both digital and physical filing systems.
• Assist with report preparation: receivables, billing ageing, client status.
• Timesheet reporting and analysis
• Oversee front-office administration: reception, greeting clients, handling mail / emails, tracking office supplies, liaison for office matters and switchboard management
• Assist with marketing aspects and client communication list management
• Organize company events and activities that strengthen team culture.

Internal systems

• Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
• Ensure deadlines are met; remind/accountability to staff where needed

Computer & technical skills

• Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
• Comfortable learning internal administration / financial software (billing systems, client management)
• Email & calendar management skills

Soft skills

• Extremely detail-oriented
• Strong communication skills – both written and spoken (English; any other languages such as Afrikaans are a plus).
• Systems thinker, problem-solver, and proactive communicator.
• Customer-oriented, friendly and professional.
• Good organizational skills and able to multitask.
• Adaptive and willing to learn new systems
• High level of integrity, confidentiality).