3. Duties & Responsibilities

Appointment & Calendar Management

• Book, schedule, and confirm client appointments.
• Manage calendars for directors, accountants, or bookkeepers.
• Send reminders to clients and ensure all meetings are prepared for.

Monthly Billing & Collections

• Prepare and process monthly billing and invoices.
• Send statements to clients and follow up on outstanding payments.
• Work with the accounts team to ensure accurate billing and allocation of payments.

Administrative & Reporting

• Update SLA documents and ensure all client information is accurate and up to date.
• Compile monthly sales reports, performance reports, and administrative summaries.
• Assist with maintaining digital and physical filing systems.
• Prepare documents, correspondence, and communication on behalf of management.

Office Management

• Oversee office operations to ensure efficiency.
• Manage clock-in systems and timesheet administration.
• Track staff time allocations for billing and project reporting.
• Monitor office supplies and place orders when needed.
• Assist with onboarding processes for new staff (documentation, scheduling, access setup).

Support to Management

• Handle confidential information with discretion.
• Support Directors/Accountants with ad-hoc tasks, project coordination, and admin.
• Ensure all deadlines are met and follow-ups are done timeously.