Practice and Office Administrator

Recruiter:

Helderberg Personnel CC

Job Ref:

SW006445/JM

Date posted:

Thursday, July 9, 2026

Location:

Somerset West, South Africa

SUMMARY:

My client, a leading accounting firm based in Somerset West is seeking employ a Practice and Office Administrator.

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.

POSITION INFO:
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).

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