Receptionist & Company Secretary / Trust Administrator

SUMMARY:
Are you someone who enjoys variety in your day, thrives in a busy environment, and likes knowing that the work you do keeps clients and the business running smoothly? This is more than a traditional reception or admin role.  You’ll be a key part of a professional accounting firm, handling company secretarial and trust administration responsibilities, while also being the friendly face clients see first.
Your day will be dynamic and varied, combining front-office tasks with regulatory, compliance, and administrative duties. You’ll need to stay organised, adaptable, and professional, even when interruptions come in from all directions, because in this role, no two days are the same.

POSITION INFO:
Role:  Receptionist & Company Secretary / Trust Administrator
Location:  Hermanus, Overberg, Western Cape
Salary:  To be discussed

What you’ll be doing:
Front Office & Client Experience

• Welcome clients and visitors warmly and professionally
• Manage incoming calls and queries efficiently
• Prepare and coordinate refreshments for meetings
• Handle and reconcile petty cash

• Maintain accurate filing systems (physical and digital)
• Keep client records and databases up to date
• Assist with onboarding and offboarding of clients
• Track and update submission statuses for compliance-related work

• Order office supplies and manage stock
• Coordinate post, couriers, and deliveries
• Ensure the office environment is professional and well maintained

• Assist with registration, amendment, and deregistration of trusts
• Maintain statutory and legal trust records
• Follow up with the Master’s Office to ensure submissions are processed
• Keep Beneficial Ownership information accurate and up to date

• Handle company registrations, amendments, and deregistrations
• Maintain statutory records, including share registers and resolutions
• Process director changes and share transfers
• Submit annual returns and ensure ongoing compliance

• Assist with registrations (e.g., UIF and Compensation Fund)
• Track deadlines and ensure timely submissions
• Maintain accurate compliance records

• You’re highly organised with excellent attention to detail
• You can manage multiple tasks at once, switching between them efficiently
• You stay calm under pressure and enjoy variety in your day
• You communicate professionally and confidently
• You handle sensitive information with discretion and confidentiality
• Bilingual skills is a must