Office Assistant

Coalition Technologies, a prominent digital marketing firm recognised for its expertise in web design and SEO, is seeking an energetic and organised Office Assistant to join its globally distributed team. This position offers a fantastic opportunity to contribute to a dynamic work environment that prioritises innovation, growth, and employee well-being. The company is committed to delivering exceptional service to its clients while fostering a supportive and engaging atmosphere for its staff.

About the Role

As an Office Assistant at Coalition Technologies, you will be instrumental in ensuring the smooth day-to-day operations of the organisation. This role is multifaceted, encompassing administrative, financial, and logistical support. You will act as a key point of contact, manage essential administrative tasks, and contribute to various projects that enhance both internal efficiency and client satisfaction. The position requires a proactive individual with a keen eye for detail and a strong commitment to maintaining high standards of work.

Your responsibilities will be diverse and will include:

• Managing incoming and outgoing communications, including answering phone calls and responding to emails promptly and professionally.
• Assisting with entry-level bookkeeping tasks, such as accurately recording expenses, organising financial documentation, and maintaining transaction records.
• Resolving billing-related queries or discrepancies with clients and internal stakeholders.
• Providing support to team members by generating account access information, compiling usage reports, and conducting basic data analysis.
• Undertaking ad hoc requests from various departments as needed.
• Supporting quality assurance processes for internal and client-facing reports to ensure accuracy and completeness.
• Organising and managing new client contracts, generating invoices, and processing client payments efficiently.
• Contributing to the maintenance and upkeep of internal databases, including accurate data entry.
• Coordinating the research, ordering, and distribution of company-wide gifts, typically occurring a few times per year.
• Assisting in the planning and execution of company events, competitions, and special projects throughout the year to foster team engagement.
• Facilitating the management of company holiday schedules, time-off requests, and variations in team schedules.

What They're Looking For

Coalition Technologies is searching for a candidate who possesses a robust set of skills and a positive attitude. Ideal candidates will demonstrate:

• Exceptional verbal and written communication abilities, ensuring clear and effective interaction with colleagues and clients alike.
• A high degree of discretion, professional ethics, and trustworthiness, essential for handling sensitive information.
• A proactive and innovative mindset, with a willingness to suggest improvements and challenge existing methods when opportunities for enhancement are identified.
• A strong desire to learn, grow professionally, and collaborate effectively with team members and the wider company.
• Intermediate proficiency in spreadsheet applications, with experience in platforms like Google Sheets or Microsoft Excel being a strong advantage.
• Familiarity with financial record-keeping or bookkeeping principles is preferred.
• Experience using tools such as QuickBooks Online and the G-Suite (Google Workspace) is also highly beneficial.
• The availability to commit to a full-time schedule of 40 hours per week, aligning with a 9:00 am to 6:00 pm PST work window.
• Access to a reliable remote workspace equipped with a fast computer, stable internet connection, and functional camera, microphone, and speakers.

This worldwide role presents an exceptional chance to be part of a forward-thinking company that values its employees. In South Africa, roles involving administrative and light bookkeeping duties often form part of larger administrative teams within various industries, including marketing, technology, and professional services. While specific remuneration varies widely, such positions typically offer a competitive entry-level to mid-level salary, with opportunities for growth into more specialised administrative or operational roles as experience is gained.

• Willingness to learn, grow, and collaborate with the team and company as a whole.
• Excellent verbal and written communication skills.
• A high level of discretion, ethics, and trustworthiness.
• Intermediate spreadsheet skills (preferred).
• Innovative thinking and a willingness to challenge existing methods where improvement is possible.
• Experience in bookkeeping / financial record keeping (preferred).
• Experience with Google Sheets or Excel, Quickbooks Online, and G-Suite (preferred).
• The availability to work 40 hours per week from 9:00 am to 6:00 pm PST.
• A reliable space to work remotely with a fast computer, quality internet, camera, microphone, and speakers.