Debtors Manager / Office Manager

SUMMARY:
Role purpose
The Office Manager / Debtors Administrator owns the firm's debtors book and runs the office on behalf of the Director. The role combines debtors and accounting administration, outsourced payroll for external clients, secretarial support and HR administration. The incumbent acts as the Director's eyes and ears on the floor, keeping a pulse on the team and the office, and resolves day-to-day issues before they escalate.

POSITION INFO:
Key responsibilities

1. Debtors management (primary focus)

• Maintain the full debtors book on Pastel: invoicing, allocations and account reconciliations
• Monitor age analysis and follow up on outstanding accounts through calls, statements and reminders
• Agree payment arrangements and escalate long-outstanding accounts to the Director
• Issue monthly client statements and resolve billing queries
• Report debtors' days, collections and overdue balances to the Director monthly

1. Outsourced payroll solutions (external clients)

• Process monthly payroll for a small portfolio of external payroll clients
• Prepare and submit statutory returns: PAYE, UIF and SDL (EMP201 and EMP501)
• Issue payslips and IRP5/IT3(a) certificates
• Handle payroll queries from client contacts

1. Accounting administration

• Capture transactions and process bank reconciliations on Pastel
• Support creditors processing and month-end procedures
• Prepare documentation for the audit and accounting teams as required

1. Secretarial and administrative support

• Manage the Director's diary, correspondence and meetings
• Maintain client files and company records
• Handle general client and visitor enquiries

1. HR administration

• Maintain employee records, leave registers and contracts
• Coordinate onboarding documentation for new staff
• Support the Director with disciplinary and grievance administration

1. Office management

• Oversee day-to-day office operations, supplies and service providers
• Act as the Director's eyes and ears on the floor: keep a pulse on team morale, energy levels, workload pressure and working relationships, flag conflict and operational risks early, and keep the Director informed
• Resolve routine operational problems independently

• Matric (Grade 12)
• Minimum 2 years' debtors management experience
• Working experience on Sage Pastel (non-negotiable)
• Payroll processing experience, including statutory submissions to SARS
• Office administration or office management experience
• Fluent in English and Afrikaans, spoken and written (the firm's clients and office staff communicate mainly in Afrikaans)
• Proficient in MS Office, particularly Excel and Outlook

• Bookkeeping or accounting qualification (e.g. ICB, FASSET learnership)
• Prior experience in an audit, accounting or professional services firm
• Payroll software experience (e.g. Sage VIP, Pastel Payroll, SimplePay)
• Exposure to HR administration and the BCEA

• Discreet and trustworthy with confidential client, payroll and staff information
• Proactive: identifies issues early and resolves them before they reach the Director
• Reads the room: picks up on shifts in team energy, morale and dynamics, and reports concerns factually and objectively
• Firm but professional in collections; comfortable with difficult conversations
• High attention to detail and accuracy with figures
• Organised; able to manage competing deadlines across debtors, payroll and administration
• Works independently with minimal supervision

1. Hands-on debtors book management, with evidence of collections results
2. Current working use of Sage Pastel
3. Payroll processing including EMP201/EMP501 submissions
4. Salary expectation within the client's budget (see job order)