Finance Administrator

Phoenix Recruitment Limited; Pretoria; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Luxury Hotel in the Kameeldrift area is seeking a detail-oriented Finance Administrator to oversee creditors, stock purchasing, supplier invoicing, and related financial administration within the Finance Department.

The role supports the Management Accountant and Financial Manager, ensuring complete, accurate documentation for month-end procedures and audits, in line with company policies and internal controls.

Qualifications

• Matric with finance-focused diploma or certificate.
• 2–3 years' experience in finance administration or accounts payable.
• Experience with stock management, procurement and supplier management.

Responsibilities

• Administer supplier invoices and creditor accounts with approvals.
• Process invoices with PO documentation and authorisations.
• Maintain supplier records and reconciliations.
• Support inventory and asset records, including counts.
• Assist month-end processes and audit documentation.
• Ensure adherence to SOPs and internal controls.

Skills

Attention to detail

Numerical accuracy

Documentation & filing

Communication skills

Time management

English proficiency

Education

Matric

Diploma or Advanced Certificate in Finance/Accounting/Bookkeeping

Tools

Pastel

Microsoft Office

Stock/Inventory systems

Job description

Luxury Hotel in the Kameeldrift area is looking for a detail-oriented Finance Administrator.

The suitable candidate will be responsible for the effective administration of the creditors, stock purchasing administration, supplier invoice processing, supplier reconciliations, inventory administration, cash up reconciliations, and related financial administration functions within the Finance Department.

The role ensures that supporting financial documentation and transactions within the scope of the position are accurately processed, appropriately authorised, reconciled and maintained in accordance with company policies, internal controls and audit requirements.

The Finance Administrator provides administrative and transactional support to the Management Accountant & Operations Analyst and Financial Manager, ensuring that complete, accurate and authorised supporting documentation is available for transaction processing, reconciliations, month-end procedures and audit requirements.

Duties:

Creditors & Supplier Administration:

• Ensure accurate and timely administration of supplier invoices and creditor accounts.
• Ensure supplier invoices are supported by appropriate approvals and documentation.
• Maintain accurate supplier records, agreements and creditor documentation.
• Ensure supplier accounts are reconciled, and discrepancies are identified and escalated.

Invoice & Procurement Administration:

• Ensure supplier invoices are accurately captured and supported by approved Purchase Orders, agreements or other authorised documentation.
• Support the procurement and receiving process by verifying that goods and services are appropriately documented.
• Prepare invoice import files and supporting documentation for processing by the Management Accountant in Pastel.

Inventory & Asset Administration:

• Support inventory control processes and stock count procedures.
• Ensure relevant inventory documentation is complete and accurate.
• Maintain asset administration records and support the annual physical verification of assets.

Operational Finance Controls:

• Perform daily finance-related operational checks in accordance with approved SOPs.
• Identify and report discrepancies relating to Cash-Up reconciliations, House Accounts and credit card transactions.
• Escalate unresolved discrepancies to the appropriate HOD and/or Management Accountant.

Financial & Month-End Support:

• Provide accurate supporting documentation and schedules for month-end processing, reconciliations and audit requirements.
• Assist the Management Accountant and Financial Manager with financial administration and year-end procedures.

Supplier & Contract Administration:

• Maintain accurate supplier documentation, credit applications and agreements.
• Monitor supplier contracts for expiry and renewal requirements.
• Coordinate the administrative completion of new and renewed supplier agreements.

Creditors & Supplier Administration

• Verify that supplier invoices are supported by an approved Purchase Order, agreement or other authorised supporting documentation.
• Verify that goods received are recorded on Wanama, where applicable.
• Verify that goods and services are invoiced at the approved value in accordance with the Purchase Order or agreement.
• Ensure that services have been rendered and that invoices are appropriately authorised by the responsible HOD, where applicable.
• Capture supplier invoices on Wanama.
• Prepare relevant import files for processing by the Management Accountant in Pastel.
• Capture non-stock-related invoices on the applicable system and allocate them to the appropriate cost centre/account as instructed by the Management Accountant.
• Reconcile supplier accounts monthly to supplier statements.
• Submit supplier reconciliations and outstanding reconciling items to the Management Accountant for review.
• Maintain good supplier relationships from an accounting and administrative perspective.
• Maintain creditor-related records and documentation in an orderly filing system.

Supplier Records & Contracts:

• Assist with the completion of supplier credit applications.
• Maintain accurate supplier records, documentation and agreements.
• Monitor supplier contracts for expiry and renewal requirements.
• Maintain an up-to-date supplier contract register.
• Coordinate the administrative completion of new or renewed supplier agreements.
• Ensure required supplier documentation is available for audit and compliance purposes.

Systems & Interfaces:

• Capture transactions accurately on the applicable operational systems.
• Review interfaces between Wanama, Opera, Symphony and Pastel, where applicable.
• Report interface discrepancies or failures to the Management Accountant.
• Follow up on outstanding interface issues and maintain supporting documentation where required.

Inventory & Assets:

• Verify stock counts and provide support with inventory control procedures as required.
• Ensure relevant stock documentation is complete and properly filed.
• Capture approved new assets on Assetzure based on authorised supporting documentation.
• Maintain supporting asset documentation.
• Assist with the annual physical verification of assets.
• Report discrepancies identified during stock or asset verification.

Operational Finance Controls:

• Review daily Cash-Up reconciliations in accordance with the applicable SOP, verifying that daily sales are accurately reconciled to the relevant payment methods and room charges.
• Report Cash-Up discrepancies to the relevant HOD and Management Accountant for investigation.
• Review House Accounts daily in accordance with the applicable SOP.
• Report House Account discrepancies to the relevant HOD and Management Accountant.
• Review daily credit card transaction reports against Opera in accordance with the applicable SOP. Report discrepancies for investigation.
• Ensure all petty cash transactions are reconciled and supported by approved requisitions and supporting documentation received from the Management Accountant and report any discrepancies for investigation.

Month-End & Financial Administration:

• Prepare supporting schedules and documentation for reconciliations and month-end processing as requested by the Management Accountant.
• Assist with preparation of month-end supporting schedules, reconciliations and audit files.
• Assist with external audit requirements and provide requested supporting documentation.
• Maintain accurate and orderly finance records.
• Provide administrative support to the Financial Manager and Management Accountant as required.

Requirements:

• Matric
• Diploma or advanced certificate in Finance, Accounting, or Bookkeeping
• Minimum of 2–3 years' relevant experience in finance administration, creditors administration or accounts payable.
• Experience with stock management, procurement administration and supplier management processes.
• Experience working within an environment with documented SOPs, internal controls and approval processes.
• Experience supporting internal and external audit processes.
• Experience with bookkeeping and accounting processes, procedures and controls in a hotel environment
• Experience with internal and external audits in a hotel environment
• English proficiency
• Computer literacy of MS Office
• Computer literacy in financial and hospitality systems
• Experience with Pastel or similar accounting packages
• Basic financial acumen
• Working knowledge of stock management processes, operational controls and financial systems.
• Strong reconciliation and numerical skills
• Strong administrative and filing skills
• Attention to detail and accuracy
• Ability to work under pressure and meet deadlines
• Strong document control and records management skills.
• Ability to identify discrepancies, exceptions and non-compliance with administrative procedures.
• General understanding of the hotel and hospitality industry, including procurement, stock management, operational finance controls and supplier administration.
• Working knowledge of creditors, stock management and accounting procedures.
• Understanding of bookkeeping processes, financial controls and audit requirements.
• Understanding of procurement administration and supplier governance controls.
• Working knowledge of POPIA and confidentiality requirements.
• Understanding of inventory administration and asset administration procedures.
• Understanding of company SOPs, Delegations of Authority and operational finance controls applicable to the role.

Finance Administrator • Pretoria (Kameeldrift), Gauteng, ZA