Admin & Finance Manager — Pretoria (On‑site)

CohesionX; City of Johannesburg Metropolitan Municipality; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A high-energy AI startup in Pretoria seeks an Admin & Finance Manager to oversee financial operations, customer documentation, and general administrative support. The ideal candidate thrives in a fast-paced setting and has a strong command of Excel, experience with financial modelling, and capabilities in vendor management. A competitive salary ranging from R20,000 to R36,000 per month is offered, emphasizing an inclusive and diverse culture.

Qualifications

• 2–10 years in Finance/Operations/RevOps.
• Strong command of Excel for financial modelling and reporting.
• Experience with CRM and SharePoint.
• Demonstrated vendor/facilities management experience.
• Experience coordinating with auditors and managing statutory compliance.
• High-ownership and detail-oriented.

Responsibilities

• Oversee full finance and accounting operations.
• Manage customer documentation and billing processes.
• Coordinate audit compliance with external auditors.
• Drive cross-functional alignment across departments.
• Support general admin and team activities.

Skills

Excel

Vendor management

Financial modelling

Facilities management

Education

SAIPA/SAICA/CIMA qualification or articles

Tools

Xero

CRM

SharePoint

Job description

Admin & Finance Manager

Location: Pretoria (Hazelwood), South Africa

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, administration, office/facilities management, and customer operations—enabling our engineers and delivery teams to 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, VectorMind, is an affordable, easy-to-integrate Gen-AI 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); maintain 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, reconcile against invoices
• Maintain petty cash and expense reimbursement systems

Month-End & Reconciliation:

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

Budgeting, Forecasting & Cashflow:

• 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
• Build scenario models for strategic planning (hiring plans, capex, customer growth)

Financial Reporting & Analysis:

• Prepare monthly financial reports for executive leadership: summary P&L, cashflow, 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, 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: tax filings, CIPC returns, 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-Specific – Documentation Management

• Govern customer docs: contracts, SOWs, proposals, licence agreements
• Ensure CRM + SharePoint are the single source of truth
• Run regular accuracy/completeness audits and coordinate with Sales, Delivery, and AMs

3) Billing & Invoicing Oversight

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

4) Office & Facilities 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/repairs, 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
• Plan logistics for team events, travel, and offsites

5) Cross-Functional Alignment & Workflow Management

• Drive collaboration across Customer Success, Delivery, and Development
• Standardise customer-specific development workflows: intake → task tracking → review → testing → deployment
• Implement performance metrics (timeline, quality, CSAT) and track resource allocation per customer

6) Cost Forecasting & Reconciliation (Cadence)

• Development Cost Forecast due by the 15th of every month
• Final Cost Reconciliation is due three working days before the month-end

7) Administrative Enforcement & Systems

• Enforce consistent time logging and task updates across delivery teams
• Maintain standardised dashboards/templates for reporting (finance, delivery, engagement)
• Implement and maintain financial systems and controls (approvals, authorisation limits, expense policies)
• Coordinate payroll administration with external payroll provider; verify hours, deductions, and payments

8) General Admin & Team Support

• Calendar support, meeting logistics, minutes, and follow-ups; manage inbound info@ mailbox routing
• Travel & expense coordination, policy adherence, and light HR admin for onboarding/offboarding packs
• Keep internal wikis, checklists, and policy docs current
• Manage company registrations, licences, and statutory compliance (CIPC, SARS, UIF, etc.)
• Coordinate corporate governance requirements: board meeting packs, resolutions, minute books

Qualifications

• 2–10 years in Finance/Operations/RevOps
• Strong command of Excel for financial modelling and reporting
• Experience with CRM + SharePoint
• Demonstrated vendor/facilities management (cleaning, supplies, landlord/building liaison)
• Experience coordinating with auditors and managing statutory compliance
• SAIPA/SAICA/CIMA or articles preferred but not required
• High-ownership, detail-obsessed, and calm under shifting priorities

Salary Range

Between R20 000 per month and R36 000 per month

How to apply

Apply with your CV on our website.

https://cohesionx.co.za/careers/admin-and-finance-manager/

We will ignore all applicants who do not apply using the above link

Equal opportunity

We celebrate diversity and strive for an inclusive, high-performance culture.

Address: 1st Floor | Die Klubhuis | c/o 18th Str & Pinaster Ave | Hazelwood | Pretoria