Accounts & Office Administrator

In brief

**Overview** This role is for an Accounts & Office Administrator at Perfect Placement Recruitment. The position involves providing comprehensive administrative, procurement, accounts, stock control, fleet, plant, and project administration support to ensure the efficient operation of the business. The successful candidate will be responsible for maintaining accurate records, coordinating suppliers, monitoring project progress, managing procurement processes, and supporting management with timely reporting and administration. **What you will do** Key responsibilities for this role include: * **Accounting & Financial Management:** * Preparing monthly management accounts. * Maintaining the general ledger and accounting records. * Processing and reviewing journals. * Performing monthly reconciliations of bank accounts, debtors, creditors, and control accounts. * Preparing VAT, PAYE, UIF, and other statutory returns. * Preparing income tax and provisional tax calculations and assisting with tax submissions. * Preparing budgets, cash flow forecasts, and management reports. * Processing payroll and ensuring payroll compliance. * Maintaining the fixed asset register and depreciation schedules. * Assisting with annual audits and independent reviews. * Reviewing accounting records for accuracy and compliance. * Ensuring compliance with company policies, accounting standards, and applicable legislation. * Assisting management with financial planning and decision-making. * Capturing supplier invoices in Pastel, reconciling them, and preparing payment schedules. * Verifying invoice accuracy and ensuring all supporting documentation is attached. * Preparing and submitting new supplier invoices for management approval. * Uploading approved payment requests to the Operations Group and liaising with Finance regarding payments. * Providing Proof of Payment to suppliers upon request. * Capturing daily banking transactions, reconciling them, and matching payments to supplier accounts. * Assisting with month-end bank reconciliations and ensuring financial records remain accurate. * **Procurement & Stock Control:** * Keeping Pastel accurate daily. * Obtaining supplier quotations and verifying correctness before submission for approval. * Obtaining approval from the Managing Director or delegated manager before issuing Purchase Orders (POs). * Generating Purchase Orders on Pastel and issuing approved POs to suppliers. * Allocating every Purchase Order to the correct project, stand number, and cost code. * Verifying that requested stands have not already been supplied by checking the Stock Allocation Register. * Maintaining accurate procurement records and continuously following up with suppliers for on-time deliveries. * Confirming delivery dates with suppliers and site management and obtaining signed delivery notes. * Matching delivery notes against Purchase Orders and capturing received goods into Pastel. * Resolving supplier discrepancies immediately. * Maintaining accurate stock records in Pastel and Excel. * Keeping the Excel Stock Allocation schedule 100% up to date before and after stock orders. * Ensuring correct stand numbers are provided from sites and allocating all purchased materials to the correct project and stand. * Ensuring stock values are accurately reflected per project and updating Stock Allocation Sheets daily. * Investigating duplicate allocations, monitoring stock movements and balances, and assisting management with stock reporting. * Ensuring all stock purchases are fully traceable. * **Plant, Equipment & Fleet Administration:** * Coordinating the weekly Plant Meeting, preparing plant status reports, monitoring equipment breakdowns, and recording outstanding repairs. * Following up with mechanics, monitoring repair turnaround times, recording actions required, and ensuring plant availability for projects. * Maintaining service records, monitoring maintenance schedules, and ensuring all statutory requirements are up to date for plant and equipment. * Maintaining complete fleet records including vehicle licensing, service schedules, repair history, maintenance costs, tyres and replacements, vehicle inspections, licence disc renewals, and fleet compliance. * Daily logging of plant on the Tracker system for cross-reference at month-end claims and preparing fleet reports for management. * **Diesel Management:** * Issuing Purchase Orders for diesel purchases, recording diesel purchases, and allocating diesel to individual vehicles. * Updating the weekly and monthly Diesel Register. * Preparing weekly diesel consumption reports, submitting diesel reports to management, and monitoring unusual fuel consumption. * **Wages & Subcontractor Administration:** * Receiving wage submissions from sites by the 25th of each month, verifying wage claims, and matching wages against completed milestones. * Allocating wages to subcontractor milestone schedules, updating Stock Allocation Registers, and investigating missing milestone claims. * Verifying stand numbers claimed and resolving discrepancies with site personnel. * **Project & Tender Administration:** * Attending the weekly Tuesday Management Meeting (09:30–10:30), recording project updates, verifying current stand allocations, and monitoring project progress. * Recording outstanding site requirements, updating management action lists, ensuring stock requirements are communicated, and assisting with project reporting. * Assisting management with preparing tender documentation, compiling pricing schedules, and providing administrative support during tender submissions. * Performing document control, submission of completed tenders, and maintaining tender registers. Training will be provided for tender administration. * **General Office Administration:** * Providing general administrative support including typing correspondence, filing, money collections, keeping accurate records of monies due to the company, and document control. * Preparing reports, maintaining project files, updating registers, and assisting management with ad hoc requests. * Coordinating office administration and preparing any requested documents as and when required, while maintaining accurate records. * **Reporting & Meetings:** * Preparing and distributing Weekly Diesel Report, Weekly Plant Report, Procurement Report, Outstanding Purchase Order Report, Supplier Follow-up Report, Stock Allocation Report, Management Meeting Action List, and Monthly Wage Allocation Report. * Attending the Tuesday Management Meeting (09:30–10:30), Wednesday Plant & Fleet Meeting, Procurement meetings, and Project meetings as required. **Requirements (from the original advert)** Not specified **Who should apply** This role is suitable for a highly organized and detail-oriented individual capable of providing comprehensive administrative support across various functions including accounts, procurement, stock control, fleet, plant, and project administration. The ideal candidate will be adept at maintaining accurate records, coordinating with suppliers, monitoring progress, managing processes, and supporting management with timely reporting and decision-making. **Deadline** Not specified **Reference** Original posting: https://www.myjobmag.co.za/job/accounts-office-administrator-perfect-placement-recruitment-1 Source: myjobmag

Summary drafted with AI assistance from the original advert. The advert itself is the authority — how we use AI.

At a glance

• Microsoft Excel
• Sage / Pastel
• Payroll

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

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