Finance Administrator

The Globevest Group; Pretoria; On-site; ZAR 200,000 - 280,000; Full time

Job summary

The Globevest Group is seeking a Finance Administrator for a premier hotel and conference center in Pretoria. You will manage creditors, supplier invoicing, stock purchase administration, and inventory control within the Finance Department.

Responsibilities cover daily accounting checks, documentation, month-end support, and ensuring compliance with SOPs and internal controls. Role requires 2–3 years' relevant experience and hospitality sector knowledge.

Qualifications

• 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 supporting internal and external audit processes.
• Experience with bookkeeping and accounting processes, procedures and controls in a hotel environment.
• Understanding of inventory administration and asset administration procedures.

Responsibilities

• Verify that supplier invoices are supported by an approved Purchase Order, agreement or other authorised documentation.
• Reconcile supplier accounts monthly to supplier statements.
• Capture supplier invoices on Wanama and in Pastel per authorised documentation.
• Assist with month-end processing and audit file preparation as required.
• Maintain creditor-related records and documentation in an orderly filing system.

Skills

Reconciliation

Numerical skills

Administrative skills

Filing skills

Attention to detail

English proficiency

Education

Grade 12

Diploma/Advanced certificate in Finance

Tools

Pastel

MS Office

Hospitality systems

Job description

Salary: Market related

Location: Pretoria

Job type : Permanent

Industry: Hospitality

Reference: CWR.FA.KK.21092026

COMPANY DESCRIPTION:

Our client, an upmarket hotel and conference center in Pretoria is looking for a Finance Administrator to join their dynamic team.

JOB DESCRIPTION / PURPOSE:

A Finance Administrator is 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.

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.

MAIN DUTIES & RESPONSIBILITIES:

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.

EDUCATIONAL REQUIREMENTS:

• Grade 12
• Diploma or advanced certificate in Finance, Accounting, or Bookkeeping

EXPERIENCE AND SKILLS REQUIRED:

• 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. (Essential)
• Experience working within an environment with documented SOPs, internal controls and approval processes. (Desirable)
• Experience supporting internal and external audit processes. (Desirable)
• Experience with bookkeeping and accounting processes, procedures and controls in a hotel environment (Desirable).
• Experience with internal and external audits in a hotel environment (Desirable).
• 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.
• English proficiency (Essential).
• Computer literacy of MS Office (Essential)
• Computer literacy in financial and hospitality systems (Essential)
• Experience with Pastel or similar accounting packages (Desirable)
• Basic financial acumen (essential)
• Working knowledge of stock management processes, operational controls and financial systems. (Essential)
• 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.
• Energetic, committed, team player.
• Self-motivated and hard working.
• Must be willing to provide reasonable after-hours and weekend support when operational requirements or month-end activities necessitate such involvement.
• Prepared to go through occupational assessments.
• Must have own reliable transport. (Essential)
• Good communication skills on all levels
• High level of integrity and confidentiality
• Strong organisational skills
• Ability to maintain professionalism and confidentiality when dealing with supplier, procurement and financial information.

POPIA NOTICE

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1. We may retain your personal information in our database for future employment opportunities and matching purposes.
2. We may contact you should a suitable position become available.
3. The information you have provided is true, correct, and up to date.

We endeavour to respond to all applications. However, if you do not hear from us within 14 days, please consider your application unsuccessful.