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Job Summary
1. Project & business administration (±40%)- Document control on live projects: keeping project folders to our standard, registers and transmittals current, correspondence filed (dated and initialled), meeting minutes and action registers maintained.
- Billing-milestone tracking across projects and monthly programme contracts, so that nothing invoiceable is missed.
- Tender and proposal administration: compliance packs, certificates, CVs and formatting to house style, so engineers only contribute technical content.
- General business administration: supplier and subscription management, office coordination, travel and sitevisit logistics, calendar support to the MD.
2. Accounting support (±30%)
- Invoicing and debtors under our external accountant's oversight: raising milestone and recurring invoices, statements, and running the collections follow-up ladder.
- Capturing supplier invoices and expenses; preparing payment runs for MD approval; basic bank reconciliation prep.
- Keeping the compliance calendar (VAT, PAYE, provisional tax, CIPC) with external providers so nothing is filed late.
- Assembling the month-end pack for the accountant and a simple management dashboard for the MD (cash, debtors, invoicing against plan).
3. AI-enabled operations (woven through everything, ±30%)
- Using AI tools proficiently and responsibly to draft, summarise, structure and check: proposal and report assembly from templates, meeting minutes from recordings, correspondence, first-draft case studies and LinkedIn content, data clean-up in spreadsheets.
- Building and documenting simple repeatable workflows (prompt libraries, templates, checklists, light automations) so the team's routine work gets faster every quarter.
- Guarding confidentiality: client data, HR and commercial information never leave approved tools.
Execustaff South Africa (Pty) Ltd
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