Administrator / Practice Administrator (Accounting Firm) - …, Cape Town

Job Title - Administrator / Practice Administrator (Accounting Firm)

Location – Bellville, Western Cape (Office-based)

Contract Type - Permanent

Salary - R15 000-R25 000pm

Company Description

A well-established professional services firm operating in the accounting, tax, and compliance environment. The firm supports a diverse client base and maintains high standards of regulatory compliance, client service, and operational efficiency.

Job Summary

The Administrator will provide comprehensive administrative, compliance, and client support within an accounting practice. The role is responsible for client onboarding, FICA compliance, document management, workflow coordination, and ongoing administrative support to ensure smooth day-to-day operations and excellent client service.

Duties and Responsibilities

General Administration

• Answer incoming calls, emails, and client queries professionally
• Manage calendars, meetings, and appointments
• Maintain office organisation and stationery supplies

Client Engagement & Onboarding

• Send and manage onboarding forms and engagement letters
• Capture and maintain accurate client details on CRM and practice systems
• Set up new clients on accounting and tax software
• Follow up on outstanding onboarding documentation

FICA Compliance

• Request, collect, and verify FICA documentation
• Ensure compliance with the FIC Act requirements
• Maintain secure digital and physical FICA records
• Update FICA information annually or when client details change

Document Management & Filing

• Maintain structured digital and physical filing systems
• Scan, print, copy, and bind documents
• File and archive SARS correspondence, financial statements, and tax records
• Manage secure document storage and archiving

Proposals & Engagement Letters

• Draft, format, and issue proposals and fee quotes
• Track proposal acceptance and manage follow-ups
• Ensure compliance with internal templates and regulatory standards

Client Communication & Support

• Send reminders for statutory deadlines (VAT, PAYE, Provisional Tax)
• Request documents required for accounting, tax, and payroll processing
• Provide statements, tax clearances, and document copies on request
• Route technical queries to the appropriate team members

SARS & CIPC Administrative Support

• Download and distribute correspondence from South African Revenue Service
• Upload supporting documents for verifications and audits
• Assist with SARS appointment bookings
• Prepare documentation for submissions to Companies and Intellectual Property Commission

Workflow & Operations Support

• Request monthly bookkeeping and compliance documentation
• Capture tasks and deadlines in workflow systems
• Monitor job progress and statutory deadlines
• Assist with billing preparation and debtor follow-ups

Office & Compliance Support

• Coordinate meetings and internal events
• Assist with HR administration (leave tracking, onboarding records)
• Ensure POPIA-compliant handling of confidential client data

Optional / Advantageous Tasks

• Assist with social media or basic marketing administration
• Support internal compliance processes (SAIPA / professional body requirements)
• Track software and subscription renewals (Xero, Sage, CaseWare, etc.)

Qualifications and Experience

• Matric (Grade 12) – essential
• Minimum 2–5 years' experience in an accounting or professional services environment
• Experience with FICA compliance and practice administration
• Exposure to accounting, tax, or audit firms highly advantageous
• Candidates with South African Institute of Professional Accountants clerkship or equivalent experience will be beneficial

Ideal Candidate Profile

• Highly organised and detail-oriented
• Strong administrative and compliance mindset
• Confident communicator with clients and internal teams
• Able to manage deadlines in a high-volume environment
• Professional, discreet, and reliable