Debtors Manager / Office Manager

1. Debtors management (primary focus)

• Maintain the full debtors book on Pastel: invoicing, allocations and account reconciliations
• Monitor age analysis and follow up on outstanding accounts through calls, statements and reminders
• Agree payment arrangements and escalate long-outstanding accounts to the Director
• Issue monthly client statements and resolve billing queries
• Report debtors' days, collections and overdue balances to the Director monthly

1. Outsourced payroll solutions (external clients)

• Process monthly payroll for a small portfolio of external payroll clients
• Prepare and submit statutory returns: PAYE, UIF and SDL (EMP201 and EMP501)
• Issue payslips and IRP5/IT3(a) certificates
• Handle payroll queries from client contacts

1. Accounting administration

• Capture transactions and process bank reconciliations on Pastel
• Support creditors processing and month-end procedures
• Prepare documentation for the audit and accounting teams as required

1. Secretarial and administrative support

• Manage the Director's diary, correspondence and meetings
• Maintain client files and company records
• Handle general client and visitor enquiries

1. HR administration

• Maintain employee records, leave registers and contracts
• Coordinate onboarding documentation for new staff
• Support the Director with disciplinary and grievance administration

1. Office management

• Oversee day-to-day office operations, supplies and service providers
• Act as the Director's eyes and ears on the floor: keep a pulse on team morale, energy levels, workload pressure and working relationships, flag conflict and operational risks early, and keep the Director informed
• Resolve routine operational problems independently

• Matric (Grade 12)
• Minimum 2 years' debtors management experience
• Working experience on Sage Pastel (non-negotiable)
• Payroll processing experience, including statutory submissions to SARS
• Office administration or office management experience
• Fluent in English and Afrikaans, spoken and written (the firm's clients and office staff communicate mainly in Afrikaans)
• Proficient in MS Office, particularly Excel and Outlook

• Bookkeeping or accounting qualification (e.g. ICB, FASSET learnership)
• Prior experience in an audit, accounting or professional services firm
• Payroll software experience (e.g. Sage VIP, Pastel Payroll, SimplePay)
• Exposure to HR administration and the BCEA

• Discreet and trustworthy with confidential client, payroll and staff information
• Proactive: identifies issues early and resolves them before they reach the Director
• Reads the room: picks up on shifts in team energy, morale and dynamics, and reports concerns factually and objectively
• Firm but professional in collections; comfortable with difficult conversations
• High attention to detail and accuracy with figures
• Organised; able to manage competing deadlines across debtors, payroll and administration
• Works independently with minimal supervision

Screening notes (internal)

Non-negotiables, in order of priority:

1. Hands-on debtors book management, with evidence of collections results
2. Current working use of Sage Pastel
3. Payroll processing including EMP201/EMP501 submissions
4. Salary expectation within the client's budget (see job order)