RecruitMyMom is a specialist talent company that understands the importance of finding reliable, high-calibre talent to drive business growth. We take pride in being a leading South African recruitment agency for skilled professionals, with a focus on economic empowerment of women, up to executive level.
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Operating within a specialised building safety consultancy, this role (6 hours per week) is the administrative backbone of a firm dedicated to compliance and safety excellence. As the primary manager of the "Golden Thread" of business information, you will provide critical support to the Founder and Director team, ensuring that project documentation and communication flow seamlessly within a highly regulated environment.
Key Responsibilities
Inbox Triage & Management: Monitor the primary business inbox, archiving routine notifications and flagging urgent compliance-related queries for immediate director attention.
Document Control: Maintain a structured cloud filing system (SharePoint/Dropbox) by saving site inspection reports and safety certificates with strict adherence to established naming conventions.
Project Administration: Set up new projects on internal databases, verifying and populating client details using UK Companies House records to ensure data integrity.
Financial Administration: Draft and issue professional project invoices and monitor payment statuses to support healthy cash flow.
Project Tracking: Update and maintain internal project trackers to provide real-time visibility on consultancy progress.
Requirements
The "Compliance Mindset": Proven experience in legal, insurance, construction, or medical administration where document precision is linked to risk management.
Technical Proficiency: Advanced skills in Microsoft 365 (specifically Outlook and Excel) and comfort navigating cloud-based CRM or project databases.
Precision and Detail: A "get it right the first time" attitude with an obsession for accuracy in filing and data entry.
Professional Communication: Ability to communicate at a high level with UK-based stakeholders and directors.
Preferred Qualifications
Experience with UK business standards and regulatory environments.
Previous experience in a virtual assistant role supporting executive-level leadership.
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