Job Purpose:
This role is to provide the organisation with administration functions across multiple departments to ensure smooth operation within the business.
Responsibilities:
Communication with clients:
Emails (Outlook) – clear wording and professionalism
Phone calls – explaining clearly, friendliness, understanding towards the client, and professionalism
Processing Income Tax Returns:
Ensuring returns are processed correctly.
Logbooks: processed correctly and sent for approval
Schedules: processed correctly and sent for approval
Company car claim, travel claim, commission claim, home office claim, rental income, local business claim, independent contractor donations, disability claims, capital gains/losses, unemployment, foreign income, estates – load claim on e-filing correctly
Medical aid, retirement annuity, interest earned, and IRP5's – automatically loaded on return, checked to ensure that it is correct before submitting
SARS appointments: sending the request to Linda (if relating to banking details; if not, then you can schedule the appointment yourself), requesting required documents from the client and ensuring that they are correct. Submitting the documents to SARS in a timely manner, 24 hours before the appointment.
SARS calls/escalations/complaints – done in a timely manner to avoid any delays on audits/disputes.
Invoicing:
Invoicing correctly and in a timely manner (day before refund pays out)
Phoning the client on the day you invoice, the day they get paid out, and following up regularly if the invoice is not paid after they receive their refund.
Ensuring payments are received
Sending thank you for payment emails
RIIVO – TTT CRM Software System:
Riivo data to be captured correctly
Loading leads when referrals come through
Loading all the client's information when you get the LOE
Loading/updating the cases correctly
Loading/updating the invoices correctly
Loading/updating tasks correctly
Office Committees:
Head Office has multiple committees that each employee is a part of. Uniforms, stationery & printers, first aid, week of fun, birthday, secret Santa, production posters, bi-monthly socials, Christmas party, Riivo, social media, Covid-19, kitchen duties, computers, phones, and internet (15 committees in the office). They will be reviewed and changed at the beginning of January to provide different opportunities for employees to be part of the company.
KPI – contribution and attitude towards your committee/committees.
Communication with head office staff:
Emails (Outlook) – clear wording and professionalism
Office – friendliness and professionalism
Key Performance Indications (Measurable deliverables):
Payments are not outstanding for more than 7 days
Returns are handled within 30 days
Riivo is captured without any mistakes
Contracts are received and signed before any work is done
Key Performance Areas (Unmeasurable deliverables):
Grammar is correct in emails with no mistakes
Emails are replied to within 12 hours
Scripted emails are used
Professionalism is delivered every time to both clients and team members
Phone is answered within 3 rings
Tools Provided:
Computer
Phone
Riivo
Computer software
SARS systems
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