Overview
Admin Assistant & Practice Manager Jobs in Cape Town, Western Cape, South Africa at Lumenii
Title: Admin Assistant & Practice Manager
Company: Lumenii
Location: Cape Town, Western Cape, South Africa
About Us
We pride ourselves on providing top-tier dermatological care while maintaining a welcoming, efficient, and dynamic practice. In addition to our core medical services, we also manage a small portfolio of property and hospitality businesses, including rental properties, a working farm, and an Airbnb. We are looking for a proactive, detail-oriented Admin Assistant & Practice Manager to help run the day-to-day operations of our practice and property management portfolio.
Our Values
You’ll thrive here if you are:
- Curious – You ask great questions and love learning new systems
- Pragmatic – You get things done, efficiently and thoroughly
- Growth-Oriented – You’re always improving, learning, and stepping up
- Generous – You care about the well-being of the team and the people we serve
- Resilient – You stay calm under pressure, can handle direct feedback, and bounce back quickly
Purpose of the Role
This role is ideal for someone who thrives in a fast-paced, multifaceted environment and is excited to learn across different industries. You will work closely with the lead practitioner and a small team to ensure smooth operations, ranging from managing medical records and bookings to supporting property rentals, renovations, and general admin. If you’re eager to grow, learn, and contribute to a dynamic business, this is the role for you.
Main Outcomes
- Ensure seamless daily operations across both the dermatology practice and property management business
- Support effective team communication and scheduling
- Lead financial admin, including VAT, payroll, and general bookkeeping
- Demonstrate exceptional attention to detail and organization, ensuring all tasks and systems are executed efficiently and accurately
- Help maintain a smooth property rental operation and assist with renovation and maintenance projects
- Support HR processes and contribute to a healthy, organized team culture
Key Responsibilities
Practice & Office Management
- Oversee daily operations: bookings, scheduling, patient communication
- Manage front desk duties and assist with patient queries, bookings, and payments
- Use medical software (Eminence) and integrate with Xero for medical and financial management
- Stocktaking and ordering of medical consumables
- Assist with patient treatment oversight as required
Bookkeeping & Financial Admin
- Manage VAT returns, credit card reconciliations, and general bookkeeping tasks
- Prepare documents for tax season and ensure timely compliance with regulations
- Assist with payroll, staff payments, and SARS compliance
- Ensure timely payments for FICA/POPI and HSPC regulatory fees
Property & Hospitality Support
- Assist with property documentation, filing and administration
- Support bookings and check-ins for property rentals
Project & Maintenance Coordination
- Help with renovation planning, liaising with contractors and suppliers
- Implement basic preventative maintenance schedules for properties and practice
HR & Team Support
- Manage staff onboarding/offboarding and maintain employee records
- Track leave and assist with HR documentation
- Foster a healthy, organized, and respectful team culture
Executive Support
- Assist with travel arrangements for congresses or business trips
- Support with PowerPoint
Requirements
- 3-5 years of experience in administrative, office management, or bookkeeping roles
- Familiarity with bookkeeping software like Xero and medical admin systems (Eminence or similar)
- Strong attention to detail and organizational skills
- Excellent written and verbal communication skills
- Ability to multi-task and manage shifting priorities independently
- Prior experience managing small-scale projects or renovations
- A natural curiosity and willingness to learn new tools and systems
- Knowledge of VAT submissions, payroll, and compliance
- Experience in a medical practice, property management, or hospitality environment
Benefits
- Cell phone allowance
- Gain experience across multiple industries (medical, property, and hospitality)
- Work in a dynamic and growth-oriented team environment
- Be encouraged to ask questions and foster your curiosity as part of a culture that values continuous learning and improvement
- Opportunity to learn new systems and skills on the job
- Competitive salary package with room for growth
