Finance Administrator

Peak Child Education; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A pre-school organization in Cape Town is seeking a Finance Administrator to manage financial tasks across its network of pre-schools. Responsibilities include handling invoices, procurement, and fixed asset management. Candidates must demonstrate proficiency in accounting software and have strong Excel skills. This is a full-time position requiring in-person work.

Qualifications

• Must support financial operations for pre-schools.
• Strong communication skills for parent interactions.
• Ability to manage invoices and payments.

Responsibilities

• Set-up fee invoices for parents.
• Manage creditor invoices and ensure timely payments.
• Procure necessary educational and cleaning resources.
• Maintain an updated Fixed Asset Register.
• Handle leave administration and attendance records.

Skills

Working knowledge of an accounting package

Good Microsoft Excel skills

Tools

Sage Accounting

Job description

Peak Child is an organisation providing families with affordable high quality pre‑school education.

We currently have 8 pre‑schools in Cape Town and are looking to expand. We are looking for a Finance Administrator to support our network of pre‑schools.

Peak Child's offices are based at our Lansdowne school. Working knowledge of an accounting package and good Microsoft Excel skills are essential requirements for this position.

We will not be able to correspond with applicants who do not meet these two requirements.

Debtor Management

• Set-up fee invoices for parents
• Email invoices to parents
• Deal with queries from parents about fees owed
• Follow up with parents who are late with fees
• Draft payment plans for parents who are not able to pay full fees
• Capture fees
• Capture parent deposits
• Process parent deposit refunds
• Monitor the Fees Assistance programme, which includes writing reports to donors2.

Creditor Management

• Receive and file invoices from creditors
• Query creditor invoices if necessary
• Load invoices on to Sage Accounting
• Ensure that the Finance Director loads new creditor's banking details
• Prepare weekly payments batches based on invoices received
• Load weekly payments after approval by directors
• Download and check creditors outstanding from the accounting system
• Monitor when rental increases are required and inform the Finance Director
• Ensure that the insurance policy is up to date, and inform the Finance Director or any required changes
• Ensure that interest on loans are paid on time
• Manage the staff expense claim process3.

Procurement of Groceries and Utilities

• Procure groceries and cleaning equipment
• Procure or pay for utilities, as requested from Principals4.

Procurement of School and Educational Resources

• Procure consumable and durable educational resources
• For durable resources, ensure that each item is captured on the Fixed Asset Register
• For new pre-schools, ensure that all services are set up before opening day, for example wifi, telephone lines, black council bins
• Procure items for the Maintenance team, as required
• Annually, ensure that the Fire Extinguishers have been re‑certified5.

Fixed Asset Register Management

• Run the stock take process at each school, once a year
• Maintain an up to date Fixed Asset Register, which included up to date prices for each item6.

Leave Administration

• At least twice a week, download leave forms, and capture these into the Leave spreadsheet
• Check that leave forms are correct and that there are no duplicates
• Check that leave corresponds to record on the GROW app, and resolve any differences
• Inform Principals which staff are running low on Annual or Sick Leave
• Ensure that the Finance Manager is aware of which staff need Unpaid leave deducted from their salary each month
• Print out leave summaries, once a month, and ensure that all staff return a signed copy
• Daily, update the Attendance register spreadsheet for staff and children, and raise any queries with the Principal
• Monthly, ensure that the monthly attendance registers for staff and children are printed and distributed to the schools

Job Type : Full-time

Work Location : In person