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Administration Assistant
CBD, Cape Town · R25KIf you love administration with a kick of project management - you'll love this role!
We are needing someone with high attention to detail, experience working in a fast paced environment that can handle pressure.
(Please note this role is based in the office 8 - 5, every day and situated in the CBD.)
Your role will ensure that client engagement is on-boarded, documented, signed, tracked, and compliant with both internal standards (SAICA CPC, ISQM) and external regulations (FICA, CIPC).
Key Responsibilities
Key Skills & Competencies
Experience & Qualifications
We are needing someone with high attention to detail, experience working in a fast paced environment that can handle pressure.
(Please note this role is based in the office 8 - 5, every day and situated in the CBD.)
Your role will ensure that client engagement is on-boarded, documented, signed, tracked, and compliant with both internal standards (SAICA CPC, ISQM) and external regulations (FICA, CIPC).
Key Responsibilities
- Client Onboarding & Compliance
- Collect, verify, and log FICA/KYC documentation for new clients weekly.
- Draft, finalise, and track Engagement Letters and NDAs in WorkPool.
- Manage Client Take-On checklists, ensuring all compliance steps (A000 files, risk assessments) are complete.
- Support ISQM compliance by assembling evidence and ensuring files are audit-ready.
- Document & Signature Management
- Create A000 job cards and maintain them per engagement.
- Compile Signature Packs, send documents for signature, monitor returns, and file signed copies.
- Maintain organised folder structures (shared drive/CRM) with version control.
- Upload brokerage-client data into DealSuite and update CRM records.
- Project & Workflow Coordination
- Set up projects on Microsoft Teams Planner, create job cards, and monitor progress.
- Track WIP, assign cost codes, draft fee narrations, and assist with billing follow-up.
- Provide visibility across Advisory, Company Secretarial, and Estates & Wills teams—escalating bottlenecks promptly.
- Administrative & Team Support
- Coordinate meetings: manage calendars, book rooms, prepare agendas, take minutes, and track action items.
- Handle travel arrangements, expense claims, and weekly-travel logistics for the team.
- Assist with Investment Memos, presentation packs, and “Advisory Explained” podcast materials.
- Perform general admin tasks: email follow-ups, data entry, and ad hoc documentation requests.
Key Skills & Competencies
- Exceptional attention to detail and accuracy.
- Highly organised with the ability to manage multiple tasks independently.
- Proactive in following up on outstanding items and deadlines.
- Strong written/verbal communication with clients and internal teams.
- Proficient in Microsoft Office (Word, Excel, Outlook) and Teams Planner.
- Familiarity with FICA, CIPC filings, CRM systems is a plus.
Experience & Qualifications
- 2/3+ years’ experience in an administrative support role, preferably in legal, financial, or professional services.
- Demonstrated ability to handle client onboarding, document management, and compliance tracking.
- Comfortable working under pressure in a fast-paced environment.