Finance & Administration Manager

The Finance & Administration Manager is responsible for overseeing all financial, administrative, and compliance functions within the organization / group.

This role ensures accurate financial reporting, efficient debtor and supplier management, lease oversight, payroll processing, and procurement for both office and building maintenance.

Key Responsibilities

1. Financial Management & Compliance
   • Process payroll, update leave and sick days, and reconcile salary payments.
   • Print and submit EMP reports for PAYE payments (due by the 7th of each month).
   • Reconcile salaries and prepare IRP5s.
   • Submit VAT reports via Sage Accounting and reconcile with ledger accounts before submission.
   • Calculate and submit provisional taxes (August & February).
   • Assist auditors with tax calculations and submission.
2. Reporting & Analysis
   • Compile weekly cash flow statements for management.
   • Prepare annual budgets, revised quarterly (Budget vs. Actual vs. Variance).
   • Create monthly forecasts for financial planning.
   • Compile monthly management accounts using Sage Accounting, including: Occupancy levels, income breakdown, variances.
   • Financials: Balance sheet, profit & loss, and reconciliations.
   • Ensure all balance sheet accounts are accurate and reconciled.
3. Debtors & Credit Management
   • Collect rental billing data from Center Managers (CMs) and process invoices.
   • Respond to queries and correct information on Sage Accounting.
   • Capture payments received via bank statements on Sage Accounting.
   • Conduct credit checks by gathering necessary information from CMs.
   • Send payment reminders to debtors on the 1st.
   • Send statements and call debtors on the 3rd.
   • Issue final warnings to overdue accounts on the 5th.
   • Compile a debtors analysis on the 1st, 3rd, and 5th, forwarding reports to M.D and discussing action plans.
4. Supplier & Procurement Management
   • Capture all supplier invoices as they are received electronically.
   • Request supplier statements, reconcile accounts, and resolve discrepancies.
   • Capture all payments and debit orders to the correct accounts.
   • Compile a supplier age analysis to ensure balances are accurate.
5. Procurement
   • Oversee procurement for office and building maintenance, ensuring cost-effective purchasing of supplies and materials.
   • Manage and verify stock reporting for cafés and cleaning materials.
6. Lease & Contract Management
   • Review and finalize tenant leases, ensuring all terms are in order before signing.
   • Manage internal and external lease agreements and renewals.
7. General Administration & Compliance
   • Manage legal and administrative processes, ensuring compliance with company policies and regulations.
   • Maintain company records and assist auditors with audits and labour compliance.
   • Liaise with Labournet on HR issues and compile labour audits.

Requirements

1. Strong knowledge of financial management, accounting, and compliance regulations.
2. Experience with Sage Accounting, eFiling, VAT, PAYE, and tax submissions.
3. Background in credit control, debt collection, and supplier management.
4. Proven experience in budgeting, forecasting, and management reporting.
5. Understanding of procurement, lease agreements, and office administration.
6. Strong analytical, problem-solving, and communication skills.
7. Ability to work independently while ensuring alignment with company policies and financial goals.

Benefits

Training & Development