Accounts and Office Administrator

Accounts and Office Administrator

Our client a company specialising in the construction of RDP houses is seeking an experienced Accounts & Office Administrator to join their team in Johannesburg West. The successful candidate will be responsible for accounting and financial management, procurement, stock control, fleet and plant administration, payroll, and project and general office administration. The role requires a hands-on, detail-oriented individual with strong accounting knowledge, advanced Pastel and MS Office proficiency, and the ability to manage multiple responsibilities while maintaining accurate financial and operational records. Minimum Requirements

• Minimum of 4 years’ relevant experience in accounting, financial management and administration.
• Advanced proficiency in Pastel and MS Office, particularly Excel.
• Experience in management accounts, general ledger, journals, bank/debtor/creditor reconciliations and financial reporting.
• Knowledge of VAT, PAYE, UIF, income tax, provisional tax and other statutory returns.
• Experience in budgeting, cash flow forecasting, payroll, fixed assets, audits and financial compliance.
• Experience in procurement, supplier management, Purchase Orders, stock control and inventory allocation.
• Experience in banking administration, accounts payable, wage and subcontractor administration.
• Experience in plant, fleet, diesel, project and tender administration, including reporting and document control.
• Strong organisational, numerical, communication and problem-solving skills, with excellent attention to detail and the ability to meet deadlines.
• Ability to work independently, support management and coordinate with suppliers and construction site teams.
• Construction or residential construction experience would be advantageous.

Duties and Responsibilities:

Accounting & Financial Management

• Prepare monthly management accounts.
• Maintain the general ledger and accounting records.
• Process and review journals.
• Perform monthly reconciliations of bank accounts, debtors, creditors and control accounts.
• Prepare VAT, PAYE, UIF and other statutory returns.
• Prepare income tax and provisional tax calculations and assist with tax submissions.
• Prepare budgets, cash flow forecasts and management reports.
• Process payroll and ensure payroll compliance where required.
• Maintain the fixed asset register and depreciation schedules.
• Assist with annual audits and independent reviews.
• Review accounting records to ensure accuracy and compliance.
• Supervise and assist other staff where applicable.
• Ensure compliance with company policies, accounting standards and applicable legislation.
• Assist management with financial planning and decision-making.
• Perform any other accounting, financial or administrative duties reasonably assigned by management.
• Refer to the attached Schedule of Works.

Procurement & Purchase Order Administration

• Maintain accurate and up-to-date records on Pastel daily.
• Obtain supplier quotations for all requested materials and services.
• Verify quotations for correctness before submission for approval.
• Obtain approval from the Managing Director or delegated manager before issuing Purchase Orders (POs).
• Generate Purchase Orders on Pastel.
• Issue approved Purchase Orders to suppliers.
• Allocate every Purchase Order to the correct project, stand number and cost code, where applicable.
• Verify that the requested stand has not already been supplied by checking the Stock Allocation Register.
• Maintain accurate procurement records.
• Follow up continuously with suppliers to ensure on-time deliveries.
• Confirm delivery dates with suppliers and site management.
• Obtain signed delivery notes for every delivery.
• Match delivery notes against Purchase Orders.
• Capture received goods into Pastel.
• Resolve supplier discrepancies immediately.

Stock Control & Inventory Management

• Maintain accurate stock records in Pastel and Excel.
• Keep the Excel Stock Allocation Schedule 100% up to date before and after stock orders.
• Ensure correct stand numbers are obtained from the sites.
• Allocate all purchased materials to the correct project and stand.
• Ensure stock values are accurately reflected per project.
• Update Stock Allocation Sheets daily.
• Investigate duplicate allocations.
• Monitor stock movements and balances.
• Assist management with stock reporting.
• Ensure all stock purchases are fully traceable.

Plant & Equipment Administration

• Prepare plant status reports.
• Monitor equipment breakdowns.
• Record outstanding repairs.
• Follow up with mechanics.
• Monitor repair turnaround times.
• Record actions required.
• Ensure plant availability for projects.
• Maintain service records.
• Monitor maintenance schedules.
• Ensure all statutory requirements are up to date.

Fleet Administration

• Vehicle licensing.
• Service schedules.
• Repair history.
• Maintenance costs.
• Tyres and replacements.
• Vehicle inspections.
• Licence disc renewals.
• Fleet compliance.
• Daily logging of plant on the Tracker system for cross-reference during month-end claims.
• Prepare fleet reports for management.

Diesel Management

• Issue Purchase Orders for diesel purchases.
• Record diesel purchases.
• Allocate diesel to individual vehicles.
• Update the weekly and monthly Diesel Register.
• Prepare weekly diesel consumption reports.
• Submit diesel reports to management.
• Monitor unusual fuel consumption.

Banking Administration

• Capture daily banking transactions.
• Reconcile bank transactions.
• Match payments to supplier accounts.
• Assist with month-end reconciliations.
• Ensure financial records remain accurate.

Wages & Subcontractor Administration

• Receive wage submissions from sites by the 25th of each month.
• Verify wage claims.
• Match wages against completed milestones.
• Allocate wages to subcontractor milestone schedules.
• Update Stock Allocation Registers.
• Investigate missing milestone claims.
• Verify stand numbers claimed.
• Resolve discrepancies with site personnel.

Project Administration

• Attend all management meetings.
• Record project updates.
• Verify current stand allocations.
• Monitor project progress.
• Record outstanding site requirements.
• Update management action lists.
• Ensure stock requirements are communicated.
• Assist with project reporting.

Tender Administration

**Assist management with (**Training will be provided)

• Preparing tender documentation.
• Compiling pricing schedules.
• Providing administrative support during tender submissions.
• Document control.
• Submission of completed tenders.
• Maintaining tender registers.

General Office Administration

Provide general administrative support, including:

• Typing correspondence.
• Filing.
• Money collections.
• Keeping accurate records of monies due to the company.
• Document control.
• Preparing reports.
• Maintaining project files.
• Updating registers.
• Assisting management with ad hoc requests.
• Coordinating office administration and preparing requested documents as and when required.
• Maintaining accurate records.

Reporting

Prepare and distribute the following reports:

• Weekly Diesel Report.
• Weekly Plant Report.
• Procurement Report.
• Outstanding Purchase Order Report.
• Supplier Follow-up Report.
• Stock Allocation Report.
• Management Meeting Action List.
• Monthly Wage Allocation Report.
• Monthly management accounts and other financial reports as required.
• Budgets and cash flow forecasts as required.

Meetings

The successful candidate will attend:

• Tuesday Management Meeting (09:30–10:30), with all reports to be presented.
• Wednesday Plant & Fleet Meeting.
• Procurement meetings as required.
• Project meetings as required.

Closing Date:

Submissions for this vacancy will close on **16