Office Manager and Admin Support at Vital Element in Durban
Vital Element · Gillitts, Durban, KwaZulu Natal
Overview
Vital Element in Durban is looking for a highly organised Office Manager and Administration Support professional to keep finance, HR, compliance and office operations running smoothly. This is a permanent, full time role for someone who enjoys variety, can juggle multiple priorities, and wants to grow within an established organisation. You will handle everything from payroll schedules and creditor payments to compliance renewals and tender documents.
About the role
Vital Element is an established and growing organisation based in Gillitts, Durban. They need an Office Manager and Administration Support professional who can take ownership of a broad range of finance, HR, compliance and office management tasks. This is a permanent, full time position suited to someone who is proactive, detail oriented and able to work with confidential information.
What you will be doing:
- Managing petty cash, credit card reconciliations, debtor collections and creditor payments
- Preparing monthly payroll schedules and coordinating provident fund, risk benefit and statutory submissions
- Keeping compliance documentation, licences and registrations up to date
- Handling insurance claims, fleet records and asset administration
- Coordinating suppliers, orders, deliveries and uniform stock
- Assisting with tender preparation and providing administrative support to management
- Overseeing day to day office operations, filing systems and directors schedules
- Administering Injury on Duty claims and following up on outstanding matters
Requirements
- Proven experience in Office Management, Administration, Finance Administration or a similar multifunctional role
- Strong understanding of debtors, creditors, reconciliations and payment processing
- Experience with payroll administration and compliance reporting
- Knowledge of South African labour and compliance regulations will be advantageous
- Intermediate to advanced Microsoft Excel skills
- Experience working with accounting and payroll systems
- Exceptional organisational skills and attention to detail
- Ability to manage multiple priorities in a fast paced environment
- Strong communication and stakeholder management abilities
Responsibilities
- Manage and reconcile petty cash transactions and company credit card expenses
- Oversee debtor collections and follow up on outstanding accounts
- Capture, reconcile and process creditor invoices and supplier payments
- Process employee advances and maintain accurate financial records
- Assist with month end financial administration and reporting
- Prepare and manage monthly payroll related schedules and payments
- Coordinate submissions relating to provident funds, risk benefits, bargaining councils, unions and statutory requirements
- Assist with Employment Equity reporting and related compliance activities
- Maintain and update compliance documentation and statutory registrations
- Manage renewals of licences, registrations and compliance certificates
- Assist with audits and preparation of supporting documentation
- Manage insurance claims and liaise with brokers and insurers
- Maintain accurate fleet and company asset records
- Monitor vehicle licence renewals and related documentation
- Manage supplier relationships and coordinate orders and deliveries
- Oversee uniform procurement and stock administration
- Assist with the preparation and submission of tender documentation
- Provide comprehensive administrative support to management
- Oversee day to day office management and maintenance
- Coordinate service providers, repairs and office supplies
- Manage directors schedules and meeting reminders
- Maintain organised filing systems, both electronic and manual
- Draft professional correspondence and company documents
- Manage and administer Injury on Duty claims and supporting documentation
- Submit claims to relevant authorities within required deadlines
Job details
- Organisation
- Vital Element
- Location
- Gillitts, Durban, KwaZulu Natal
- Job type
- Full time
- Experience level
- Mid
- Salary
- Market related / monthly
- Category
- Administration & Office
- Application Method
- Apply manually
Success Guide
This Office Manager role at Vital Element is a great opportunity if you enjoy variety and want to be the person who keeps everything running behind the scenes. You will touch finance, HR, compliance and office admin, so when you apply, highlight any experience you have with debtors, creditors, payroll or reconciliation. Even if you have not done all of these, show that you are organised and can learn quickly. When preparing for an interview, think of examples where you managed multiple tasks under deadline, handled confidential information, or solved a supplier or compliance issue. It also helps to mention any accounting or payroll software you have used. If you have a driver's licence, that could be useful too since fleet and vehicle administration is part of the role. Be ready to talk about your attention to detail and how you stay on top of several priorities at once.
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