Practice Administrator; Accounting

Outsourced CFO is seeking a dedicated and organized Practice Administrator to oversee the smooth and efficient operation of our designated PODs in our Cloud Accounting and CFO Departments.

The core purpose of this role is to facilitate all internal processes, ensuring consistent delivery on the PODs' commitments and supporting overall client success. Key responsibilities include coordinating communication between various departments and providing essential administrative assistance to manage core business processes.

Practice Administration

• Review and manage software subscriptions, coordinating recharges to clients with the Finance team.
• Review client billing for reasonability and ensure alignment with engagement letters.
• Allocate SARS Emails to the correct consultant and ensure timely action is taken.
• Create and update Ignition Service line items.
• Ensure accurate reporting on the Portfolio dashboard.
• Manage team Onboarding and Offboarding processes.
• Create proposals and manage re-scope documentation.
• Update and maintain Standard Operating Procedures (SOPs).
• Arrange team training and ensure compliance.
• Coordinate and arrange team events.
• Facilitate and assist with new client onboarding, offboarding, and related administration.
• Maintain the accuracy of the Services client database on Zoho CRM and other platforms (e.g., PI).

Monthly Planning

• Assist and deliver on projects as identified by POD Leaders.
• Assist with planning and scheduling annual client success initiatives.
• Project manage Annual retainer services in collaboration with POD leaders.
• Review timesheet actuals versus budget.
• Investigate timesheet variances to determine necessary next steps.
• Schedule meetings and review Monthly Planning documents to ensure efficiency and collaboration.
• Manage project planning and Zoho allocations/reallocations of due dates, team assignments, and new projects.
• Ensure capacity is accurately displayed and that idle time is addressed accordingly.

Strategy Team Responsibilities

• Project manage and execute on 90-day projects.
• Prepare data for weekly Level 10 meetings (reporting).
• Prepare weekly leadership reports.
• Prepare the monthly Director's Meeting Agenda.
• Prepare the MD Update.

Training

• Ensure that scheduled training is completed.
• Ensure training registers and Trainees upskilling is attended and captured.
• Obtain and maintain required Technology certifications.
• Maintain proficiency in internal software usage (Zoho G-suite).
• Adhere to OCFO Internal processes.

• BCom accounting degree (CIMA/SAIPA/AGA)
• Project Management experience
• Preference will be given to candidates with an accounting services division background
• Good team work
• Good problem solving abilities
• Independence
• Interpersonal relationships
• Self-actualisation
• Empathy