219 Document Preparation jobs in South Africa

Responsibilities:

• Ensure that all details are in line with policy rules.

• Refer to marketers and/or broker if it is established that the policy details are not correct, or

an endorsement is required.

• Activate and load policies.

• Ensure clients receive the amended or new contracts timeously and that all details are

• correct.

• Assist client with queries once policy has been issued, e.g. regarding premiums, debit orders

and general policy wording issues

• Keep up to date with the various insurance products and product wording.

• Deal with queries timeously followed by written communication.

• Amend policies where new items are added or changed.

• Keep client fsp profile updated.

• Ensure all relevant correspondence sent to client/sub broker.

• Update electronic file with schedule and any other relevant documents.

• New business. Get all the required information and quote at different insurance companies.

• Ensure professional client service relations with various clients & sub brokers.

• Do amendments on current policies, either on various systems or inform the insurer of

changes

• Review amended schedules received from insurers before sending to client/sub broker.

• Attending to daily incoming calls and emails.

• Send confirmations/border letters/tax certificates to clients or sub brokers.

• Develop relationships with clients and use the opportunity to "upsell" other products.

• Prepare renewals and look up vehicle values where possible.

• Post welcome packs for new policies, where needed.

• Deal with Sub broker/client queries.

• Ensure professional client service relations with various clients & brokers.

Office-based position, Mondays – Fridays from 08h00 – 17h00.

Qualifications: Must have Matric, Class of Business and Regulatory Examination for Representatives Certification.

Send your CV to

We are hiring an
Administrative Support Specialist
at Lighthouse Finance. Based in Durban, this role is a broad role touching on almost every aspect of the firm and supports both the team as well as our clients. This is a great role for somebody who loves organizing and process management, and provides a springboard to grow into any one of a number of areas within Lighthouse as we continue to grow each year.

KEY AREAS OF RESPONSIBILITY & RELATED TASKS

Client Onboarding & Ongoing Maintenance

• Act as one of the first points of contact for new clients, ensuring a professional and welcoming experience.
• Prepare engagement documents, liaise with clients regarding queries or amendments, and arrange required signatures.
• Collect, verify, and maintain client information and documents for Know Your Client (KYC) and due diligence requirements.
• Support the preparation and updating of KYC checks on internal systems.
• Add new clients to internal boards, workflows, and timesheet systems.
• Prepare and update engagement letters for new and ongoing services.
• Monitor and support timely updates of client due diligence when changes occur or reviews fall due.

CIPC Secretarial (South Africa)

• Assist with the incorporation of new companies (Pty) Ltd.
• Maintain client company records on CIPC (directors, company details, beneficial ownership declarations).
• File annual returns and ensure timely compliance.
• Maintain statutory registers:
• Shareholders
• Directors
• Share certificates & register of certificates
• Allotments
• Prepare company secretarial documents, minutes, and resolutions as required.
• Monitor compliance filing deadlines and ensure compliance to all deadlines
• Ensure all tasks are accurately completed using CIPC-integrated software tools.

SARS & Department of Labour Support

• Support accountants with SARS-related tasks:
• Follow up on cases with SARS and report back to accountants.
• Collect and prepare documents for applications (POAs, board resolutions, proof of address).
• Arrange appointments with SARS offices.
• Perform compliance checks on SARS eFiling.
• Assist with registrations, deregistrations, and maintenance of tax accounts.
• Support accountants with Department of Labour tasks:
• Assist with UIF and Workman's Compensation registrations and compliance.
• Prepare, collect, and arrange documents and signatures.
• Liaise with the Department of Labour via phone, online portals, and in person.
• Create and follow up on cases relating to UIF and Workman's Compensation.
• Assist with preparation of annual returns for Workman's Compensation.

UK Secretarial

• Assist with incorporations, director updates, and shareholder changes at Companies House.
• Maintain statutory records: shareholders, directors, share certificates, allotments, persons of significant control (PSC).
• Assist with preparation and submission of annual Confirmation Statements.
• Support with share allotments, issuance updates, and filing at Companies House.
• Prepare board resolutions and secretarial documents (e.g., dividends, approval of accounts, director appointments/resignations, share issues).
• Monitor compliance filing deadlines and ensure compliance to all deadlines
• Ensure all tasks are accurately completed using Companies House-integrated software tools.

Tax Office & Compliance Support

• Monitor and download correspondence from tax office portals and forward to accountants.
• Maintain a tax letter register for tracking and timely follow-up.

Administrative & Reception Support

• Act as primary receptionist: answer, screen, and direct incoming calls.
• Arrange signatures of documents across teams.
• Prepare, format, and proofread tax questionnaires, corporate reports, and client-facing documents.
• Schedule meetings, appointments, and internal sessions for colleagues.
• Provide general office support and handle ad hoc administrative requests from the leadership team.
• Update and distribute internal dashboards and compliance reports (daily, weekly, monthly).

Employee Onboarding Support

• Liaise with potential candidates to arrange interviews.
• Coordinate onboarding for new hires with managers and team members.
• Prepare and maintain new hire onboarding checklists and documentation.

Other Client & Administrative Support

• Collect client information for Netherlands personal income tax returns.
• Maintain accurate digital and physical filing systems for client and company records.
• Assist in developing and standardizing templates, registers, and checklists for consistent operations.
• Ensure confidentiality and secure handling of sensitive information in compliance with company policies.

KEY SKILLS & COMPETENCIES

• Strong organizational skills with excellent attention to detail.
• Effective communicator, both written and verbal.
• Ability to manage multiple priorities and meet deadlines.
• Proactive problem-solving and follow-up skills.
• Proficiency with Microsoft Office Suite, cloud-based collaboration tools, and intuitive compliance/secretarial software.
• Basic knowledge of SARS eFiling, CIPC, Companies House, and Department of Labour portals (training can be provided).
• Professional, client-focused, and adaptable in a dynamic work environment.

WHAT WE OFFER

We are a relaxed firm with close-knit relationships between colleagues. The role offers the chance to gain both local and international experience, and the successful candidate will gain a broad understanding of 'how things work' in business in the UK, the Netherlands and SA. The salary range for this role is between R8k and R12k per month, depending on experience.

WHO WE ARE

Lighthouse Finance is 'the smallest international accounting firm you've never heard of'. The firm was founded in 2016 in Amsterdam, the Netherlands, and has grown in leaps and bounds year on year. Our staff are based in the Netherlands as well as dotted around South Africa. We are an all-round accounting, tax and payroll firm that supports our clients from A-Z (which is why this role is so important).

Job description:

Job Description

Westville Durban, KwaZulu-Natal

MyHealthcare Clinic ) is a fast-growing UK healthcare company that provides private integrated healthcare services (private doctor, dentist and specialists, all 'under-one-roof') to a client base that values high quality healthcare. The company has multiple clinic sites in London and is rapidly expanding.

Purpose of the Role

To provide high-quality administrative support, ensuring smooth day-to-day operations and consistent delivery of processes within the organisation. This role contributes to efficiency, compliance with internal standards, and supports management in meeting business objectives.

Key Responsibilities

• Support the delivery of administrative processes and ensure accurate record-keeping.
• Monitor, update, and maintain departmental systems and databases.
• Assist with the preparation of reports, documentation, and templates for management use.
• Coordinate communications between teams and escalate issues where appropriate.
• Provide support during recruitment, training, or onboarding processes.
• Help implement and maintain standardised processes across the organisation.

Skills & Experience

Essential:

• Strong organisational and administrative skills.
• Proficiency with standard office software and digital tools.
• High attention to detail and accuracy in documentation.
• Ability to manage multiple tasks and prioritise effectively.
• Good written and verbal communication skills.

Desirable:

• Experience in an administrative or office-based role.
• Understanding of compliance and quality assurance processes.
• Ability to work across different departments or sites.
• Medical or nursing background
• Knowledge of HR processes and documentation management.

Attributes

• Methodical and process-driven approach.
• Reliable, proactive, and able to work independently.
• Positive team player with strong interpersonal skills.
• Adaptable to changing priorities and business needs.

Role Type

• Full-time, permanent (flexible working arrangements may be considered).
• Based within the organisation, with potential for hybrid or multi-site support.

Job Type: Temp to perm

Contract length: 3 months

Pay: R8 000,00 per month

Work Location: In person

Overview

Position Title: Manager, Organizational Development and Administrative Support

Location: South Africa or Ghana

Department: Africa

Reports to (supervisor): Senior Director Global Development, Government Relations and Organizational Development

Organization Overview: Founded in 1968, Special Olympics is a global movement to end discrimination against people with intellectual disabilities. We foster acceptance of all people through the power of sport and programming in education, health, and leadership. With nearly four million athletes and Unified Sports partners and one million coaches and volunteers in more than 170 countries, Special Olympics delivers more than 30 Olympic-type sports and nearly 50,000 games and competitions every year. Learn more at SpecialOlympics.org.

Position Summary:

The Manager of Organizational Development and Administrative Support at Special Olympics Africa Region is responsible for overseeing regional organizational development functions, including accreditation, grants management, board and national director support, and program development to ensure sustainable and well-governed programs. Additionally, the role provides administrative support to senior leadership, coordinates regional events, manages staff calendars and meeting documentation, and supports planning and language translation efforts. Required qualifications include a degree in organizational development or business administration, experience in multicultural organizations, bilingual proficiency in French and English, excellent communication, analytical and project management skills, and the ability to lead teams creatively and innovatively

The position is central to enhancing regional operations and local program development, ensuring the organization's programs are sustainable, well-governed, and aligned with its mission.

• Managing regional OD functions such as accreditation, compliance, and census activities.
• Overseeing grants management by conducting needs assessments, providing technical support during proposals, tracking implementation, reporting, and managing the regional grants database.
• Supporting local program development through board management, including updating member databases, tracking training needs, monitoring board rotations, and reporting major changes to senior leadership.
• Assisting National Directors/CEOs by maintaining updated lists, tracking training needs, monitoring turnover, and informing senior leadership of any changes.
• Managing and monitoring single-year action plans and progress towards global and regional goals, providing quarterly updates.
• Handling the regional Programs’ snapshots and supporting other OD functions as assigned by senior leadership.

• Providing administrative support primarily to the President and Managing Director (PMD) and other senior leaders as required. Responsibilities encompass:
• Leading logistics for the regional annual leadership conference and other events in collaboration with senior leadership.
• Monitoring updates to the regional staff team calendar.
• Acting as secretary during staff meetings.
• Collaborating with the regional planning officer to track quarterly submissions of annual planning tools and ensure deadlines are met.
• Providing language translation support as needed.

• A degree in organizational development, business administration, or an equivalent field.
• A bachelor’s degree or equivalent professional experience plus Three to Five years of relevant work experience. Experience and/or coursework in the area of organizational development, business administration or an equivalent field is a plus.
• Proven experience working in multicultural, global or regional fast-paced organizations.
• Advanced bilingual proficiency in French and English.
• Excellent written and oral communication abilities.
• Basic database management and project management skills.
• Proficient analytical skills.
• Demonstrated ability to self-lead and lead teams.
• Creativity and innovation in problem-solving.

This comprehensive description highlights the pivotal role the Manager of Organizational Development and Administrative Support plays in advancing the mission and operational effectiveness of Special Olympics Africa Region.

JOB DUCK IS HIRING A LEGAL ADMINISTRATIVE SUPPORT – FAMILY LAW & CIVIL LITIGATION

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company we ensure that everybody working here has a fantastic time, which is why we've earned the Great Place to Work Certification for 4 years

Role Overview

We are seeking a dedicated and detail-oriented Legal Administrative Support professional to support our legal team specializing in family law, real estate, civil litigation, and estate planning. This role is critical to maintaining efficient case management, preparing legal documents, and ensuring smooth communication with clients, courts, and attorneys. Your organizational skills, discretion, and ability to work independently will be essential to providing high-quality support and facilitating the firm's commitment to excellent service. Join a firm that values strategic advocacy and client-focused solutions and contribute to a dynamic and professional environment.

Schedule:

Monday to Friday from 8:30 AM to 5:00 PM EST (USA)

Your Responsibilities Will Include but Are Not Limited To:

• Calling clients, potential clients, courts, and attorneys to coordinate communication and case updates
• Drafting, organizing, and customizing legal documents prepared by attorneys
• Preparing complete "legal packages" in PDF format for review and filing
• Assisting attorneys by compiling documents and collaborating with on-site assistants on printing and filing processes
• Managing intake calls, scheduling consultations, and maintaining ongoing contact with clients throughout the case lifecycle
• Drafting and filing legal documents related to family law, real estate transactions, and litigation
• Organizing case files, tracking deadlines, and assisting with discovery and trial preparation
• Filing court documents, managing court calendars, and following up on filings and court dates
• Supporting attorneys with legal research, correspondence, and administrative tasks

What We're Looking For:

• At least one to two years of experience supporting legal teams or in a legal support role
• Associate's degree or paralegal certification preferred
• Strong written and spoken English skills, with excellent grammar and punctuation
• Experience with e-filing court documents
• Proficiency in MS Office Suite (Outlook, Word, Excel)
• Able to focus fully on tasks in a distraction-free environment
• Strong understanding of legal terminology and procedures, especially in family law and civil litigation
• Excellent written and verbal communication skills
• High attention to detail and organizational skills
• Proficiency in MS Office Suite and legal case management software (e.g., Clio, MyCase)
• Ability to handle confidential and sensitive information with discretion
• Bilingual (English/Spanish) a plus for client communication
• Capable of working efficiently in a distraction-free environment
• Reliable computer setup (laptop/PC, headset, stable internet min. 10 Mbps download / 5 Mbps upload)
• Quiet, distraction-free remote work environment

What's In It for You?

• Monthly compensation starting from
  1150 USD to 1220 USD
• Paid time off
  and holiday pay.
• Referral and annual
  bonuses.
• 100% Remote,
  Full-Time, Long-Term Career Opportunity.
• Parental leave.
• Opportunities for professional development and training
• Dedicated support from our team.
• A chance to work with clients who share our values.

Ready to dive in?
Apply now and make sure to follow all the instructions

DISCLAIMER: Every candidate must pass each step in our application process to become part of our team. Ensure you have all the required documentation ready to streamline your application process.

Overview

We are a dynamic and growing construction company specialising in high-quality woodwork and bespoke joinery solutions. We are seeking a detail-oriented and proactive Procurement Officer / Buyer to manage purchasing activities while providing essential administrative support to the operations team.

This role is ideal for someone who thrives in a fast-paced construction environment, can manage supplier relationships, and ensure efficient procurement processes while assisting with day-to-day office coordination.

• Source, negotiate and purchase raw materials, timber, hardware, consumables, and equipment in line with project requirements and budget constraints.
• Monitor stock levels and coordinate timely replenishment to prevent project delays.
• Liaise with suppliers and subcontractors to ensure on-time delivery and resolve any supply issues.
• Maintain and update the supplier database with pricing, delivery schedules, and performance metrics.
• Compare product specifications and evaluate suppliers for quality and reliability.
• Raise and process purchase orders, ensuring proper documentation and approvals.

Administrative Duties:

• Assist with preparing job cost estimates, procurement schedules, and supplier quotes for project tenders.
• Track deliveries and manage documentation (delivery notes, invoices, PODs).
• Maintain procurement and inventory records (physical and digital).
• Support site teams and the workshop with material requests and procurement updates.
• Coordinate logistics, arrange collections/deliveries, and ensure all required paperwork is filed.
• Assist with general office tasks such as filing, printing, minute-taking, and basic correspondence.

• Proven experience in procurement, buying, or supply chain in a construction or manufacturing environment (woodwork experience is a plus).
• Strong administrative and organisational skills.
• Solid knowledge of sourcing and procurement techniques.
• Excellent negotiation and relationship management skills.
• Proficiency in Microsoft Office (especially Excel); knowledge of Pastel, BuildSmart or similar systems is advantageous.
• Valid driver’s license (for supplier/site visits if required).
• Strong communication skills and attention to detail.
• Ability to multitask and work independently in a deadline-driven environment.

• Diploma or Certificate in Supply Chain Management, Procurement, Construction Management, or a related field.
• Experience in the carpentry, woodworking, or construction industries.

• Competitive salary based on experience
• Opportunities for growth within a hands-on, skilled team
• Supportive work environment that values initiative and accountability

Administrative Support (Personal and Commercial Lines)

Riverport Bellville, Western Cape, South Africa

• Ensure that all details are in line with policy rules.
• Refer to marketers and/or broker if it is established that the policy details are not correct, or an endorsement is required.
• Activate and load policies.
• Ensure clients receive the amended or new contracts timeously and that all details are correct.
• Assist clients with queries once a policy has been issued, e.g. regarding premiums, debit orders and general policy wording issues.
• Keep up to date with the various insurance products and product wording.
• Deal with queries timeously followed by written communication.
• Amend policies where new items are added or changed.
• Ensure all relevant correspondence is sent to clients/sub-brokers.
• Update electronic files with schedules and any other relevant documents.
• New business: Gather required information and obtain quotes from different insurance companies.
• Ensure professional client service relations with various clients and sub-brokers.
• Do amendments on current policies, either on various systems or by informing the insurer of changes.
• Review amended schedules received from insurers before sending to clients/sub-brokers.
• Attend to daily incoming calls and emails.
• Send confirmations, border letters and tax certificates to clients or sub-brokers.
• Develop relationships with clients and use opportunities to upsell other products.
• Prepare renewal schedules and look up vehicle values where possible.
• Post welcome packs for new policies, where needed.
• Deal with sub-broker/client queries.
• Office-based position, Mondays – Fridays from 08h00 – 17h00.

Qualifications: Must have Matric, Class of Business and Regulatory Examination for Representatives Certification.

Send your CV to

The European & Developing Countries Clinical Trials Partnership (EDCTP) is a non-profit organisation with offices in The Hague, the Netherlands; and Cape Town, South Africa. EDCTP is a partnership between European and African countries to accelerate the development of new clinical interventions such as drugs, vaccines, microbicides and diagnostics against poverty-related diseases in Africa (HIV/AIDS, tuberculosis, malaria and neglected infectious diseases). The organisation supports clinical trials, capacity strengthening and networking in Africa and Europe. Visit edctp.lndo.site for more information.

EDCTP is looking for an Administrative Support Officer to be based at the EDCTP Office in The Hague. The Administrative Support Officer, under the supervision of the Director of International Cooperation (Europe), will be responsible for providing administrative support to the cooperation and communication activities in the EDCTP Secretariat in The Hague.

The main duties and responsibilities of the Administrative Support Officer will include, but are not limited to the following:

• Providing administrative support to the international cooperation and communication teams in the EDCTP office in The Hague;
• Taking minutes, drafting, editing and proofreading reports and other texts in English;
• Liaising with partner organisations in Europe, Africa and worldwide;
• Managing databases and media lists;
• Supporting the implementation of advocacy, communication and outreach activities;
• Assisting in updating of the EDCTP website;
• Assisting with tracking of media exposure;
• Collecting data to support preparation of press releases, presentations and reports;
• Any other tasks, duties or specific assignments which may arise during the operations of the EDCTP Secretariat, in particular supporting HR activities.

• A university degree or equivalent training in a relevant field;
• A minimum of 3 years’ experience in an administrative support role;
• Excellent written and spoken English skills;
• Proficient in MS Office; familiarity with desktop publishing software and content management systems is a plus;
• Strong interpersonal and intercultural skills;
• Other language skills, in particular French or Portuguese, would be an additional asset.

Salary scale
EDCTP offers a competitive salary package commensurate with experience and qualifications.

Employment conditions

• The employee will be based at the EDCTP Secretariat office in The Hague.
• Applicants must have a valid working permit in The Netherlands.
• The EDCTP is characterised by a multicultural work environment and English is the official language.
• Flexible and reduced working hours may be possible for this position.

Application

• Applications must include a letter of motivation and CV.
• Applications must be submitted via – Please include the job title in the email subject line.
• Applications must be submitted by midnight (CET) Monday 16 July 2018 .

Please note that only shortlisted applicants will be contacted for interviews. If you do not hear from EDCTP within 12 weeks of the closing date of this advert, please consider that your application has not been successful on this occasion.

Protection of Personal Data
EDCTP is committed to protecting your privacy. It takes every precaution to protect the information you provide. The data you provide will be processed for the purpose of the recruitment procedure and will only be accessed by persons who need to do so for this purpose. Your data will be kept in our system up to one month after the completion of the recruitment procedure (should your application be unsuccessful). For further information or exercise of your rights (such as the right to access, or the right to correct your data), please contact Human Resources at

Overview:

We are a dynamic and growing construction company specialising in high-quality woodwork and bespoke joinery solutions. We are seeking a detail-oriented and proactive Procurement Officer / Buyer to manage purchasing activities while providing essential administrative support to the operations team.

This role is ideal for someone who thrives in a fast-paced construction environment, can manage supplier relationships, and ensure efficient procurement processes while assisting with day-to-day office coordination.

Key Responsibilities: Procurement & Buying:

• Source, negotiate and purchase raw materials, timber, hardware, consumables, and equipment in line with project requirements and budget constraints.

• Monitor stock levels and coordinate timely replenishment to prevent project delays.

• Liaise with suppliers and subcontractors to ensure on-time delivery and resolve any supply issues.

• Maintain and update the supplier database with pricing, delivery schedules, and performance metrics.

• Compare product specifications and evaluate suppliers for quality and reliability.

• Raise and process purchase orders, ensuring proper documentation and approvals.

Administrative Duties:

• Assist with preparing job cost estimates, procurement schedules, and supplier quotes for project tenders.

• Track deliveries and manage documentation (delivery notes, invoices, PODs).

• Maintain procurement and inventory records (physical and digital).

• Support site teams and the workshop with material requests and procurement updates.

• Coordinate logistics, arrange collections/deliveries, and ensure all required paperwork is filed.

• Assist with general office tasks such as filing, printing, minute-taking, and basic correspondence.

Requirements:

• Proven experience in procurement, buying, or supply chain in a construction or manufacturing environment (woodwork experience is a plus).

• Strong administrative and organisational skills.

• Solid knowledge of sourcing and procurement techniques.

• Excellent negotiation and relationship management skills.

• Proficiency in Microsoft Office (especially Excel); knowledge of Pastel, BuildSmart or similar systems is advantageous.

• Valid driver’s license (for supplier/site visits if required).

• Strong communication skills and attention to detail.

• Ability to multitask and work independently in a deadline-driven environment.

Preferred Qualifications:

• Diploma or Certificate in Supply Chain Management, Procurement, Construction Management, or a related field.

• Experience in the carpentry, woodworking, or construction industries.

What We Offer:

• Competitive salary based on experience

• Opportunities for growth within a hands-on, skilled team

• Supportive work environment that values initiative and accountability