Admin and Finance Coordinator

Vine Recruitment; Paarl; On-site; ZAR 320,000 - 460,000; Full time

Job summary

Vine Recruitment seeks a meticulous Admin and Finance Coordinator in Paarl to support financial administration, logistics, HR administration, and daily operations across Europe.

You will work as a central admin resource, collaborating with project managers, engineers, and service providers to ensure timely and accurate processes.

Qualifications

• Diploma or degree in Finance, Accounting, Business Administration, Office Management, Human Resources or a related field, or equivalent relevant.
• Minimum 5 years of relevant experience in an administrative, finance administration, or office coordination role.
• Experience in financial administration, logistics and HR support would be advantageous.
• Experience supporting international or multi-country teams, particularly in Europe, is preferred.

Responsibilities

• Financial Administration: prepare invoices and purchase orders; verify invoices; monitor payables/receivables; liaise with outsourced accounting provider.
• Logistics & Travel: coordinate project logistics, flight/hotel bookings; arrange staff itineraries; record travel costs.
• Project Support: act as admin contact for project managers; provide operational/secretarial support.
• HR Administration: manage expense claims; maintain leave/holiday records; coordinate payroll input across multiple countries.
• General Administration: maintain records and filing; coordinate communication with teams, clients, suppliers, and service providers.

Skills

Financial administration

Logistics coordination

HR support

Office coordination

Education

Diploma/degree in Finance or Accounting or Business Administration

Tools

Invoicing systems

Job description

Admin and Finance Coordinator required in Paarl.

Our client in Paarl is seeking a well-organised and detail-oriented Finance, Procurement & Administration Coordinator to support the company’s financial administration, logistics, HR administration, and day-to-day operations across multiple European offices.

The incumbent will act as a central administrative resource for the European business, working closely with project managers, engineers, office management, and external service providers to ensure that financial, HR, and operational processes run accurately, efficiently, and on time.

Key Responsibilities:

• Financial Administration
  • Prepare sales invoices and purchase orders.
  • Verify supplier invoices and expenses against purchase orders.
  • Monitor accounts payable and receivable, and follow up on outstanding items.
  • Submit financial documentation to the outsourced accounting service provider accurately and within agreed deadlines.
• Logistics & Travel
  • Coordinate project logistics, including flight and hotel bookings.
  • Arrange travel itineraries for staff and ensure travel costs are recorded and allocated correctly.
  • Travel bookings and associated travel management of staff based in Europe.
• Project Support
  • Serve as the primary administrative point of contact for project managers.
  • Provide general operational and secretarial support, including scheduling, document preparation, and follow-up on actions.
• HR Administration
  • Manage employee expense claims.
  • Maintain sick leave and holiday records.
  • Liaise with payroll providers to coordinate monthly payroll across Germany, the Netherlands, Sweden,
  • Belgium and Poland and other countries required.
• General Administration
  • Maintain accurate records and filing systems.
  • Coordinate correspondence with internal teams, clients, suppliers, and service providers.
  • Support the efficient running of daily business activities.

Requirements:

• Diploma or degree in Finance, Accounting, Business Administration, Office Management, Human Resources or a related field, or equivalent relevant.
• Minimum 5 years of relevant experience in an administrative, finance administration, or office coordination role.
• Experience in financial administration, logistics and HR support would be advantageous.
• Experience supporting international or multi-country teams, particularly in Europe, is preferred.

Technical Knowledge:

• Working knowledge of invoicing, purchase orders, accounts payable and receivable processes.
• Understanding of basic HR administration, including leave records, expense claims and payroll input.
• Familiarity with travel booking and logistics coordination