Introduction
Our client is a modern cloud-based accounting, tax, advisory, and family office solutions firm servicing businesses, trusts, and high net worth families across South Africa and internationally, combining chartered accountants, former CFOs, tax specialists, governance professionals, and advisory experts to deliver integrated financial and strategic solutions.
Role Purpose
The Practice Administrator is responsible for ensuring the smooth day-to-day administration and operational coordination of the practice. The role supports internal teams, manages workflow systems, assists with client onboarding and compliance administration, and helps maintain high standards of client service delivery across the firm.
Duties & Responsibilities
- Manage daily administrative operations of the practice
- Coordinate internal workflow and task management across teams
- Monitor deadlines and ensure timely completion of client work
- Assist with scheduling, meeting coordination, and staff diaries
- Maintain practice registers, trackers, and operational records
- Support implementation and maintenance of internal SOPs and procedures
Workflow & CRM Management
- Manage and maintain workflow systems including Karbon, Practice Ignition, and Xero Practice tools
- Allocate and monitor tasks within Karbon
- Follow up on overdue work and pending client requests
- Maintain accurate client records and CRM data
- Assist with onboarding of new clients and engagements
Client Administration
- Prepare engagement documentation and onboarding packs
- Coordinate FICA and compliance documentation
- Liaise with clients regarding outstanding information
- Ensure client communication is professional and timely
- Assist with proposal and engagement administration
Compliance & Governance Support
- Assist with SARS, CIPC, and statutory administrative processes
- Maintain compliance records and filing systems
- Support trust, company secretarial, and governance administration
- Assist with document management and confidentiality controls
Systems Maintenance Responsibilities
- Assist with day-to-day administration and maintenance of cloud-based operational systems
- Support and maintain Xero, Dext, Karbon, PaySpace, and InfoDocs environments
- Manage user access, client setup, and system configurations
- Monitor system accuracy, integrations, and workflow functionality
- Coordinate with software support providers and internal teams
Xero Responsibilities
- Create and maintain client organisations
- Manage user access and permissions
- Maintain chart of accounts and tracking categories
- Assist with bank feed monitoring and issue resolution
- Upload and organise supporting documentation
Dext Responsibilities
- Manage client account setup and integrations
- Monitor document uploads and processing queues
- Resolve duplicate or failed document uploads
- Maintain supplier and expense coding accuracy
Karbon Responsibilities
- Create and maintain workflow templates
- Manage task allocation and workflow tracking
- Monitor overdue tasks and capacity planning
- Maintain client records and engagement information
PaySpace Responsibilities
- Assist with payroll system setup and employee loading
- Maintain employee records and payroll documentation
- Support leave, payroll, and compliance administration
- Ensure payroll data accuracy and confidentiality
InfoDocs Responsibilities
- Maintain company and trust records
- Assist with annual returns and statutory updates
- Load and update director, shareholder, and trustee information
- Prepare governance and company secretarial documentation
Data Loading & Data Management
- Client onboarding data capture
- Migration and loading of client information
- Importing and validating accounting and payroll data
- Maintaining document management structures
- Ensuring consistency and accuracy across systems
- Monitoring data integrity and reporting discrepancies
Desired Experience & Qualification
- 2–5 years’ experience in an administrative or practice management role
- Previous experience within an accounting, legal, financial services, or professional services environment
- Strong organisational and multitasking skills
- Excellent written and verbal communication skills
Package & Remuneration
R35 - R45K monthly CTC