Office Coordinator

The Coordinator serves as the first point of contact for clients and plays a crucial role in managing client interactions, consultant schedules, and overall coordination of Payroll Proff’s services. This role requires excellent communication, organizational skills, and a proactive approach to problem-solving. The Coordinator will work closely with clients, consultants, the Project Manager, and other administrative staff to ensure seamless operations.

Key Responsibilities

Client Onboarding & Relationship Management
•Act as the primary point of contact for clients once a case is assigned from Sage.
•Load new clients onto Zoho CRM and initiate contact.
•Explain Payroll Proff’s terms and conditions, service procedures, and onboarding process.
•Guide clients through the onboarding process and ensure all necessary documentation is completed.
•Maintain and develop strong client relationships through consistent communication.

Consultant Calendar & Consultation Coordination
•Manage and coordinate consultants’ calendars efficiently.
•Book consultations based on client calls, emails, and deals created on Zoho CRM by consultants.
•Ensure that meetings and consultations are scheduled in alignment with consultant availability.

SARS Tax Submission Scheduling & Calendar Management
•Oversee the booking of all SARS Mid-Year and Year-End Tax Submissions on behalf of consultants.
•Manage and plan consultant calendars to avoid conflicts and optimize availability.

Financial & Compliance Coordination
•Verify that clients with overdue accounts are not scheduled for new consultations.
•Ensure that clients with outstanding payments settle their accounts via upfront EFT before any work commences.

Weekly Timesheet Reconciliation
•Collaborate with the Admin Assistant and Office Manager for weekly timesheet reconciliations.
•Align on ongoing projects, potential delays, and necessary follow-ups.

General & Ad-Hoc Responsibilities
•Adapt to evolving company needs and responsibilities as required.
•Support internal process improvements and operational efficiency initiatives.
•Provide administrative support to consultants and management when needed.

Key Skills & Competencies
•Strong problem-solving skills and ability to think proactively.
•Excellent client relationship management and communication skills.
•High level of attention to detail and accuracy.
•Positive attitude, friendly, and approachable demeanor.
•Ability to work both independently and collaboratively as a team player.
•Strong organizational and multitasking abilities.
•Ability to take initiative and manage responsibilities effectively.

Qualifications & Experience
•Prior experience in client coordination, scheduling, or administrative support is preferred.
•Familiarity with Zoho CRM or similar CRM systems is an advantage.