Finance and office manager

BOOKKEEPER & OFFICE ADMINISTRATOR

Position Profile · The Strategists (Pty) Ltd

Reports to:

CFO, The Strategists

Employment type:

Full-time | Permanent

Location:

Johannesburg, South Africa

Experience level:

Mid-level | 3–5 years' independent bookkeeping experience

Start date:

Immediate / By arrangement

Remuneration:

Market-related | Commensurate with experience

ABOUT THE STRATEGISTS

The Strategists is a boutique strategy and immersion advisory firm based in Johannesburg. We design and facilitate high-impact strategy offsites, leadership interventions, and executive capability programmes for boards, EXCOs, and senior leadership teams across Africa and internationally. The firm operates at a premium and is growing with intent — which means our financial and operational infrastructure must be equally sharp.

Our CFO leads the firm's financial governance and operational oversight. This role exists to ensure she has a capable, reliable, and technically grounded partner handling the day-to-day financial workload — freeing her to focus on higher-order financial strategy and firm operations.

ROLE PURPOSE

The Bookkeeper and Office Administrator is the financial engine room and operational backbone of The Strategists. The primary mandate is to maintain accurate, up-to-date financial records and ensure the firm's bookkeeping, compliance, and billing functions are executed with precision and without close supervision. Beyond the numbers, this role carries two equally important responsibilities: providing direct personal assistance to the CFO — keeping her organised, prepared, and operationally supported — and taking ownership of the office environment, ensuring it runs at the standard the firm's brand demands.

The right candidate brings genuine bookkeeping competence, the professional presence to support a senior executive effectively, and the initiative to run an office without being told what needs doing.

KEY RESPONSIBILITIES

Bookkeeping & Financial Administration (primary focus)

– Maintain complete and accurate financial records using Xero or equivalent accounting software

– Process all accounts payable and receivable — capturing invoices, reconciling statements, and managing payment runs

– Issue client invoices timeously and follow up on outstanding debtors in line with agreed payment terms

– Perform monthly bank reconciliations across all firm accounts

– Reconcile credit card statements and process staff expense claims

– Prepare monthly bookkeeping reports for review by the CFO — trial balance, aged debtors, aged creditors, and cash position

– Manage petty cash and maintain accurate supporting documentation

– Ensure VAT records are accurate and support timely SARS submissions — VAT201, EMP201, and related returns

– Liaise with the firm's external accountants and auditors — providing records and documentation as required for year-end and compliance purposes

– Maintain a live engagement billing tracker — tracking contracted value, invoices issued, payments received, and amounts outstanding per client

– Support the CFO in budgeting preparation and financial modelling as required

Personal Assistant to the CFO

– Manage the CFO's diary with precision — scheduling meetings, protecting time, resolving conflicts, and ensuring she is always prepared

– Coordinate travel, accommodation, and logistics for the CFO's engagements, client meetings, and firm commitments

– Prepare meeting packs, financial summaries, and briefing documents ahead of key engagements

– Draft and manage correspondence on behalf of the CFO — emails, follow-ups, and routine communications

– Track action items and follow-ups arising from meetings and ensure timely closure

– Act as a first point of contact for the CFO — filtering, prioritising, and managing incoming requests professionally

Office Oversight & Operations

– Take full ownership of the office environment — ensuring it is professional, well-maintained, and operationally sound at all times

– Manage all supplier and vendor relationships — including facilities, IT support, printing, stationery, and cleaning services

– Oversee procurement across the firm — managing stock levels, approving purchases within set limits, and ensuring cost discipline

– Coordinate logistics for client workshops, strategy sessions, and facilitation engagements — venues, catering, AV, materials, and travel

– Maintain and continuously improve the firm's administrative systems and filing infrastructure — digital and physical

– Supervise and direct junior administrative or support staff where applicable

– Manage onboarding logistics for new team members and contractors — equipment, access, documentation, and orientation

– Oversee leave records, contractor timesheets, and HR administration in coordination with the CFO

MINIMUM REQUIREMENTS

– Relevant qualification in bookkeeping, accounting, or finance — Diploma or BCom advantageous

– 3–5 years' hands-on bookkeeping experience in a professional services or SME environment

– Demonstrated proficiency in Xero — non-negotiable; Sage experience also welcomed

– Working knowledge of South African tax compliance — VAT, PAYE, UIF, and SARS e-filing

– Strong command of Microsoft Excel and the broader Office suite

– Proven ability to work independently and manage a full bookkeeping function without close oversight

COMPETENCY PROFILE

– Numerical accuracy — the quality of this firm's financial records reflects directly on the firm's credibility

– Self-management — the ability to prioritise, meet deadlines, and flag issues without waiting to be asked

– Discretion — exposure to confidential client, commercial, and personal financial information requires absolute trustworthiness

– Attention to process — an instinct for clean systems, tidy records, and consistent procedure

– Professional composure — comfortable operating within a fast-moving, senior professional environment

– Collaborative but autonomous — works well with the CFO and advisory team, but does not need hand-holding

WHAT WE OFFER

– Direct exposure to a high-calibre professional services environment and senior leadership team

– A focused, well-defined role with clear ownership and genuine impact on the firm's operations

– A small, close-knit team where performance is recognised and valued

– Competitive remuneration aligned to experience and market rates

– A firm that is scaling deliberately — with the right people at the centre of that growth

HOW TO APPLY

Interested candidates should submit a concise CV and a brief covering note (maximum one page) outlining relevant experience and software proficiency to:

[email protected]

Please use the subject line: Bookkeeper & Office Administrator — [Your Name]

Applications are reviewed on a rolling basis. Only shortlisted candidates will be contacted. The Strategists is an equal opportunity employer.

Pay: R30 000,00 - R40 000,00 per month

Work Location: In person