Assistant Manager / House Administrator

SUMMARY:
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POSITION INFO:

OVERVIEW

My Client in Johannesburg - A non - profit organisation is urgently recruiting for an Assistant Manager / House Administrator , specifically with a strong Hospitality Background . The position renders general administrative, bookkeeping and payroll support to the Facility Manager.

COMPETENCIES REQUIRED (MUST HAVE):

• Mathematical skills
• Logical thinking skills
• Communication skills
• Organizational and administrative skills
• Honesty and integrity
• Ability to maintain confidentiality

COMPETENCIES DESIRED (NICE TO HAVE):

• HR Experience
• Bookkeeping Experience
• HSE Knowledge
• Administration Coordination

EDUCATION REQUIREMENTS:

• Matric Certificate
• Higher Education Certification or Diploma - required

THE POSITION REQUIRES: GENERAL DESCRIPTION – JOB PURPOSE:

• To ensure Payroll Data is accurate and submitted timeously and handling of Payroll Queries
• Administrative Functions - Admin and Filing • Human Resource Control and Monitoring
• To Ensure Best Practice is followed in House Procurement
• Accounting, Bookkeeping, Debtor’s management and Creditors Capturing
• Secretarial duties (Minutes for all House Forums) • Provide full House support function to Facility Manger
• Duty Manager Shifts, stand in for Facility manager when not available

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

Human resources

• HR support & filing
• Payroll time sheets & payroll queries
• HR-related queries re employment contracts and filing there-of on personnel files
• Clocking system management
• Disciplinary issues co-ordination
• 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 & safety

• Health and safety – secretarial role
• House forum member and meeting coordinator
• Filing and admin compliance
• All certification compliance

Administrative support

• Ensure that source documents and other relevant paperwork is filed correctly.
• Provide administrative support.
• Compliance and support with TPAs and certifications
• Protection of information and source documents and uploading there-of
• 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