Finance Administrator; Hybrid

The Finance Administrator is responsible for maintaining accurate day-to-day financial records for assigned entities within the organisation. The role supports financial operations through transaction processing, accounts receivable and payable management, VAT tracking, and assisting with monthly financial reporting.

The Finance Administrator works closely with the Financial Manager and broader finance team to ensure compliance, financial accuracy, and efficient financial administration.

2. Key Responsibilities

2.1 Daily Transaction & Cashbook Management

• Record and allocate daily financial transactions across multiple cashbooks including main accounts and credit cards.

• Ensure accurate General Ledger (GL), brand, department, and VAT allocations.

• Import bank statements and maintain daily bank reconciliation updates.

• Reconcile and balance cashbooks across multiple entities.

• Manage billing queries, recoveries, and ad-hoc financial requests.

• Support management with financial information and operational requests where required.

• Maintain accuracy of cash flow projections and closing balances.

2.2 Debtors and Creditors Management

Accounts Receivable (Debtors)

• Generate invoices based on management requests and Click Up instructions.

• Allocate receipts and reconcile debtor accounts.

• Manage debtor queries, discrepancies, and requests.

• Run AR statements and follow up on collections.

Accounts Payable (Creditors)

• Capture supplier invoices accurately.

• Allocate supplier payments.

• Reconcile creditor accounts against external supplier statements.

2.3 VAT Tracking

• Ensure correct VAT allocation on expenses where applicable.

• Ensure all sales invoices include 15% VAT in accordance with SARS regulations.

• Perform regular VAT control account checks.

• Ensure compliance with SARS VAT guidelines.

2.4 Financial Reporting

• Assist with the preparation of monthly management packs.

• Support the preparation of financial reports used for company dashboards.

• Utilize financial systems such as Xero and other reporting tools.

• Identify and report potential financial risks and cost-saving opportunities.

• Ensure accuracy, quality, and timely submission of financial reports.

2.5 Effective Teamwork and Self-Management

• Manage personal workload and priorities to meet deliverables.

• Follow lawful and reasonable instructions from the Financial Manager, COO, or CEO.

• Collaborate effectively with finance team members to achieve shared goals.

• Demonstrate and uphold company values.

• Apply critical thinking and sound judgment when addressing financial matters.

3. Key Performance Indicators (KPIs)

Performance will be measured based on:

• Accuracy of financial transactions and allocations

• Timeliness of invoice generation and collections

• Accuracy of bank and creditor reconciliations

• VAT compliance and correct allocations

• Quality and timeliness of financial reporting

• Effective communication with internal teams and debtors

• Ability to identify financial risks and improvements

• Team collaboration and adherence to company values

• Diploma in Finance / Bookkeeping - or equivalent

• 2 – 5 years relevant experience in finance or accounting

• Understanding of International Financial Reporting Standards (IFRS)

• Knowledge of VAT regulations and SARS compliance requirements

Behavioural Competencies

• Self-management

• Listening to understand

• Confidence

• People orientation

• Relationship building

• Problem-solving attitude

• Assertiveness

• Willingness to learn

6. Skills

• Strong attention to detail

• Ability to work under pressure

• Excellent administrative skills

• Advanced Excel / Google Sheets skills (including formulas)

• Proficiency in Google Workspace

• Time management

• Coordination and communication

• Planning and foresight