Admin and Finance Manager

Cohesion X Pty; Pretoria; On-site; ZAR 700,000 - 1,100,000; Full time

Job summary

CohesionX is seeking an Admin & Finance Manager to own full finance and administration, including accounting, billing, and office operations from our Pretoria office. You’ll support the CEO and coordinate with CFO on budgets and cashflow while ensuring compliance and efficient processes.

The role blends financial management with admin excellence, driving visibility for engineers, product, and delivery teams to operate at pace.

Qualifications

• 2–10 years of experience in Finance, Operations, or RevOps.
• Proven proficiency with Xero and financial reporting.
• Strong Excel/Google Sheets for modelling and analysis.
• Experience with CRM and SharePoint for data management.
• Vendor, facilities, and payroll management experience.
• Coordination with auditors and statutory compliance.

Responsibilities

• Lead full finance and accounting operations: GL, AP, AR, VAT calculations, and monthly close.
• Manage billing lifecycle, invoicing, and debt collection.
• Oversee office, facilities, and HR admin, including payroll coordination.
• Provide executive support to CEO and coordinate travel/events.
• Drive cross-functional governance and dashboards for finance, delivery, and CSAT.

Skills

Excel

Xero

CRM systems

SharePoint

Vendor management

Facilities management

Auditors coordination

Communication

Education

SAIPA / SAICA / CIMA or completed articles

Degree in Finance/Accounting

Tools

GAAP/IFRS knowledge

Payroll software

Job description

Fuel your ambition with a career that moves you forward

Admin & Finance Manager

Type: Full-time

Why this role exists

We’re a high-energy AI startup with a culture of excellence. We move fast, we sweat the details, and we’re looking for an exceptional operator who will immerse themselves in the business.

This role is ideal for a perfectionist problem-solver who thrives in a fast-paced environment where no two days are the same. You’ll sit at the intersection of:

• Finance & accounting
• Administration & office/facilities management
• Customer operations & billing
• Executive assistance to the CEO

Your job is to create order, reliability, and visibility so that our engineers, product, and delivery teams can integrate cutting-edge generative AI into client ecosystems reliably, compliantly, and at pace.

About CohesionX & VectorMind

CohesionX builds secure, enterprise-grade AI platforms that seamlessly blend into existing workflows, turning intelligence into an invisible force multiplier across operations.

Our flagship platform, VectorMind, is an affordable, easy-to-integrate GenAI platform that gives employees access to top global AI capabilities without exposing IP or sensitive data. VectorMind emphasises localised, closed-loop AI, containerised for consistent deployment and supporting South Africa’s 11 official languages.

What you’ll own

1) Full Finance & Accounting Operations

Daily Financial Management

• Record all financial transactions in Xero (or equivalent) and maintain an accurate general ledger.
• Process accounts payable: collect invoices and receipts from vendors, team, and service providers; verify against purchase orders and agreements.
• Request payments; manage payment runs and supplier payment schedules.
• Process accounts receivable: track customer payments, apply receipts, and reconcile against invoices.
• Maintain petty cash and expense reimbursement systems.

Month-End & Reconciliation

• Ensure that bookkeepers execute month-end close procedures; reconcile all bank accounts, credit cards, and loan accounts.
• Ensure that bookkeepers prepare monthly management accounts: P&L, balance sheet, and cash flow statement.
• Ensure that bookkeepers reconcile control accounts (debtors, creditors, payroll) and resolve discrepancies.
• Ensure that bookkeepers prepare accurate VAT/tax calculations and prepare returns.

Budgeting, Forecasting & Cashflow

• Ensure that finance team Maintain rolling 12-month budgets and update quarterly with actuals vs. budget variance analysis.
• Produce weekly cashflow forecasts (4-week rolling view) to ensure liquidity and flag shortfalls early.
• Develop annual budgets in collaboration with leadership; track departmental spend against budget.
• Support CFO to build scenario models for strategic planning (hiring plans, capex, customer growth).
• Ensure that bookkeepers prepare monthly financial reports for executive leadership: summary P&L, cash flow, KPIs, commentary.
• Produce customer profitability analysis (actual costs vs. revenue per customer).
• Track and report on key financial metrics: gross margin, burn rate, runway, DSO, DPO, and working capital.
• Provide ad hoc financial analysis for strategic decisions (pricing, investment, cost reduction).

Audit & Compliance

• Coordinate with external auditors and tax advisors; prepare audit files, schedules, and supporting documentation.
• Ensure compliance with statutory requirements, including tax filings, CIPC returns, and B-BBEE compliance.
• Maintain financial controls and segregation of duties; document policies and procedures.
• Manage insurance policies (professional indemnity, business, cyber) and annual renewals.

Asset & Fixed Asset Management

• Maintain fixed asset register; record acquisitions, disposals, and depreciation schedules.
• Coordinate stocktakes and asset verification audits.
• Track IT equipment lifecycle; manage procurement and disposal.

2) Customer Documentation & Commercial Governance

• Govern customer documentation: contracts, SOWs, proposals, and licence agreements
• Ensure CRM and SharePoint are the single source of truth for customer and contract data
• Run regular accuracy/completeness audits and coordinate with Sales, Delivery, and Account Managers.

3) Billing, Invoicing & Debtors Management

• Own the billing lifecycle for services and licence fees; ensure accurate, timely invoices (start/end dates, terms, status).
• Generate and issue invoices in accordance with billing schedules; follow up on billing queries.
• Align with finance on reconciliation and run-rate forecasting.
• Track debtors (payments, late payments, non-payment); implement collections processes where needed.
• Maintain billing metrics & accountability; keep the sales pipeline up to date and aligned with delivery.
• Issue credit notes and handle billing disputes or adjustments.

4) Office, Facilities & Operations Management

• Manage day-to-day office operations: cleaning services, hygiene, kitchen/coffee, office supplies and consumables, couriers, reception/visitor management.
• Liaise with landlord/building management on access control, parking, safety, utilities, maintenance/repair, and space planning.
• Procure and manage vendors (cleaning, security, IT support, printers, catering); negotiate SLAs and track performance.
• Oversee H&S compliance, asset registers, and equipment lifecycle (laptops/peripherals); coordinate moves, desk allocations, and workspace setup.
• Plan logistics for team events, travel, off-sites, and internal workshops.
• Promote a positive, organised, and productive work environment.

5) Cross-Functional Alignment & Workflow Management

• Drive collaboration across Customer Success, Delivery, and Development.
• Implement and track performance metrics (timelines, quality, CSAT) and resource allocation per customer.
• Maintain standardised dashboards/templates for reporting (finance, delivery, engagement).
• Prepare Development Cost Forecasts by the 15th of every month.
• Deliver Final Cost Reconciliation three working days before the month-end.

7) Administrative Enforcement, Systems & Payroll

• Enforce consistent time logging and task updates across delivery teams.
• Implement and maintain financial systems and controls (approvals, authorisation limits, expense policies).
• Coordinate payroll administration with external payroll provider; verify hours, deductions, and payments.
• Keep internal wikis, checklists, and policy documents up to date and accessible.

8) Executive Assistance & General Admin

Executive Assistance

• Provide high-level administrative support to the CEO, including calendar management and correspondence handling.
• Coordinate travel arrangements and manage event logistics (internal and external).
• Handle confidential information with discretion and professionalism.

General Admin & Team Support

• Calendar support, meeting logistics, minutes, and follow-ups for key internal and external meetings.
• Manage the inbound info@ mailbox and route queries appropriately.
• Coordinate travel & expenses, ensure policy adherence, and support light HR admin for onboarding/offboarding packs.
• Manage company registrations, licences, and statutory compliance (CIPC, SARS, UIF, etc.).
• Coordinate corporate governance requirements, including board meeting packs, resolutions, and minute books.

Problem-Solving & Ad Hoc Duties

• Handle unexpected challenges such as equipment breakdowns, technical issues, or conflicting priorities.
• Ensure the office remains functional during disruptions by swiftly and effectively addressing issues.

What you bring

• 2–10 years of experience in Finance, Operations, or RevOps roles (startup or high-growth environment advantageous).
• Strong command of Excel (or Google Sheets) for financial modelling and reporting.
• Hands‑on experience with Xero (or similar accounting system).
• Experience working with CRM systems and SharePoint (or similar document management tools).
• Demonstrated vendor and facilities management experience (cleaning, supplies, landlord/building liaison).
• Experience coordinating with auditors and managing statutory compliance (SARS, CIPC, etc.).
• SAIPA / SAICA / CIMA or completed articles preferred but not required.
• High ownership mindset: detail‑obsessed, structured, and calm under shifting priorities.
• Strong written and verbal communication skills, comfortable interfacing with executives, vendors, and clients.

Non Negotiable Requirements :

• Work in person from our office in Hazelwood Pretoria
• Degree completed from major university (not BCom spongebob from University of Bikini bottom)