Office Administrator/ Secretary at BDO

Full Job Description

The primary purpose of this role is to provide secretarial and administrative support to ensure the smooth operation of the Pretoria office. The employee will handle personal assistant duties, prepare tenders and proposals, process client acceptance and resignation through CRM, and manage engagement codes and debt collection activities.

Key Responsibilities

Personal Assistant Functions:

  • Organize and manage Partners’ diaries.
  • Schedule and coordinate meetings for Partners.
  • Prepare and modify documents such as correspondence, reports, emails, and presentations, including obtaining necessary signatures and e-signatures.
  • Create expense claims for Partners and ensure timely payment (Purchase Orders – PO’s).
  • Manage incoming calls, prioritize messages, and ensure timely responses for Partners.

Tender and Proposal Preparation:

  • Action requests for proposals.
  • Request Annual Financial Statements (AFS) and company group structures.
  • Conduct client research.
  • Verify CIPC (Companies and Intellectual Property Commission) information.
  • Confirm participation of Partners and Audit Managers.
  • Initiate the CRM risk assessment process.
  • Prepare proposals according to Partner and BDO requirements.
  • Finalize fees with the Partner and Manager.
  • Submit finalized proposals to prospective clients and follow up on the outcome.
  • Update the pipeline document.

Client Acceptance Process (Microsoft D365):

  • Draft engagement letters for Audit.
  • Send client letters requesting permission to contact their previous auditors (Audit).
  • Request information from predecessor auditors regarding prospective client acceptance (Audit).
  • Complete Client Risk Management processes on D365 for Audit, BSO, and Tax.
  • Open engagements on Maconomy (Audit).
  • Coordinate budget loading on Maconomy (Audit).

Client Re-Acceptance Process (Microsoft D365):

  • Prepare engagement letters for Audit.
  • Complete Client Risk Management processes on D365 from start to finish (Audit, BSO, and Tax).
  • Open engagements on Maconomy (Audit).
  • Ensure budgets are loaded on Maconomy (Audit).

Client Resignation Process for Audit, BSO, Statucor, and Tax:

  • Process resignations as instructed by the Partner (Microsoft D365).
  • Confirm engagement closure on Maconomy, closing any open engagements if necessary.
  • Verify with service line managers that no outstanding fees remain.
  • Log a ticket with Risk to mark the client as inactive on Maconomy.
  • Prepare and forward auditor resignation letters to Statucor for lodgement with CIPC and collect files if needed.

Invoicing for Audit, BSO, and Tax:

  • Assist Partners and Managers with invoicing and credit note reconciliation.
  • Process Work in Progress (WIP) for Audit, BSO, and Tax.

IRBA Data for Audit, BSO, and Tax:

  • Assist Audit Partners as needed.
  • Help BSO complete IRBA data and close codes.
  • Update IRBA information on the client card.

Secondary Functions:

  • Prepare copies of Annual Financial Statements for clients.

Additional Information:

  • This job description is not exhaustive and may be subject to change.
  • The firm reserves the right to modify, interpret, or apply policies and procedures as necessary.
  • Any changes or deviations from this job description must be approved by P&C in consultation with the employee and relevant stakeholders.

Qualifications:

  • BCom or Administrative qualification.

Experience:

  • 2 years of experience in a similar role.

Leave a Reply

Your email address will not be published. Required fields are marked *