Finance Administrator

hotsourced; Wes-Kaap; On-site; ZAR 300,000 - 360,000; Full time

Job summary

hotsourced in Cape Town seeks a highly organised Financial Administrator to manage accounts receivable, credit control, purchase ledger, supplier administration and reconciliations. You will drive proactive credit control, ensure VAT treatment and accurate coding, and maintain timely payments.

Strong attention to detail and experience with Xero are essential for supporting cash flow and reliable supplier accounting.

Qualifications

• Experience in financial administration, accounts receivable, credit control, purchase ledger or similar transactional finance role.
• Practical experience using Xero for day-to-day finance administration.
• Experience managing debtor accounts and proactively following up on outstanding invoices.
• Confidence communicating with customers by telephone and email regarding outstanding payments.
• Understanding of supplier invoice processing, account coding, and VAT treatment.
• Experience reconciling supplier statements and identifying missing invoices or discrepancies.

Responsibilities

• Accounts Receivable & Credit Control: produce weekly debtor reports from Xero and manage credit control activity.
• Report to Operations Manager on issues preventing customer payment; report funding issues to Finance Manager.
• Process remittance advices and verify funds; prepare and send customer statements on time.
• Contact customers by phone to follow up on outstanding invoices; escalate non-payment as needed.
• Maintain accurate purchase ledger records; reconcile supplier statements and support monthly payment runs.
• Post monies received into Xero and upload invoices to customer portals; ensure documentation is complete.
• Ensure VAT treatment and coding on supplier invoices; CIS-related administration and HMRC verifications.

Skills

Financial administration

Accounts receivable

Credit control

Purchase ledger

Customer communication

Tools

Xero

CIS processes

HMRC verification checks

Job description

In Office | Full-Time | Permanent | Finance / Business Services / Cape Town

Our client is looking for a highly organised and detail-oriented Financial Administrator to support the effective management of its accounts receivable and purchase ledger functions. This role is ideal for someone who is comfortable taking ownership of day-to-day financial administration, communicating confidently with customers and suppliers, and maintaining accurate financial records.

You will play an important role in supporting healthy cash flow and accurate supplier accounting, working closely with the Operations Manager and Finance Manager. The role requires strong attention to detail, proactive credit control, confidence using Xero, and the ability to identify and escalation operational or funding issues that may affect payments.

About The Role

We are looking for a proactive Financial Administrator to take responsibility for key transactional finance processes across accounts receivable, credit control, purchase ledger, supplier administration, and reconciliations.

A major focus of the role will be ensuring credit control begins as soon as an invoice is issued rather than only after it becomes overdue. You will proactively confirm invoices have reached customers, identify disputes or operational issues early, follow up on outstanding balances, and maintain accurate records of payments received.

On the purchase ledger side, you will check supplier invoices for operational accuracy, VAT treatment and coding, reconcile supplier statements, support monthly payment runs, and assist with CIS-related administration.

If you are methodical, comfortable following up on outstanding payments, and enjoy maintaining accurate financial processes, this is an excellent opportunity to take ownership of an important finance administration function.

Responsibilities - What you’ll be doing:

Accounts Receivable & Credit Control

• Produce weekly debtor reports from Xero and use these to manage credit control activity.
• Report weekly to the Operations Manager on operational issues identified that are preventing customer payment.
• Report funding-related issues preventing payment to the Finance Manager.
• Process customer remittance advices and verify that the corresponding funds have been received.
• Prepare and send customer statements accurately and on time.
• Contact customers by telephone to follow up on outstanding sales invoices.
• Take a proactive approach to credit control from the point an invoice is issued.
• Confirm that invoices have been received and entered into customers' systems and identify any disputes or queries as early as possible.
• Escalate non-payment issues to the appropriate Manager when required.
• Follow a structured debt-recovery process, including sending standard recovery emails at defined stages.
• Accurately post monies received into Xero.
• Upload sales invoices to customer portals and ensure required documentation is submitted correctly.
• Maintain accurate and up-to-date customer account records to support effective collection activity.
• Review supplier invoices to ensure they are operationally correct and have the appropriate VAT treatment and accounting coding.
• Check supplier statements against internal records to ensure all invoices have been received and recorded.
• Request copies of missing supplier invoices where required.
• Notify the relevant Manager when suppliers follow up or chase outstanding payments.
• Prepare a monthly payables report for the Finance Manager to support the payment run.
• Manually record labour and materials breakdowns so transactions are accurately reflected for CIS returns when payments are made.
• Carry out HMRC verification checks for new subcontractors.
• Reconcile credit card statements and investigate discrepancies where necessary.
• Maintain organised and accurate purchase ledger records.

Requirements - What we’re looking for:

We think the right candidate will tick most of the following boxes:

• Previous experience in financial administration, accounts receivable, credit control, purchase ledger, or a similar transactional finance role.
• Practical experience using Xero for day-to-day finance administration.
• Experience managing debtor accounts and proactively following up on outstanding invoices.
• Confidence communicating with customers by telephone and email regarding outstanding payments.
• Experience processing remittance advices and allocating customer receipts.
• Understanding of supplier invoice processing, account coding, and VAT treatment.
• Experience reconciling supplier statements and identifying missing invoices or discrepancies.
• Strong numerical accuracy and excellent attention to detail.
• Good organisational skills with the ability to manage recurring weekly and monthly finance processes.
• Ability to identify issues affecting customer or supplier payments and elevate them to the appropriate stakeholder.
• Clear and professional written and verbal communication skills.
• A proactive approach to credit control, with the confidence to follow through on outstanding balances while maintaining professional customer relationships.

Preferred Qualifications - What would make you stand out:

• Strong hands-on experience with Xero.
• Previous experience working with CIS (Construction Industry Scheme) processes.
• Experience carrying out subcontractor verifications with HMRC.
• Knowledge of UK VAT treatment and supplier invoice requirements.
• Experience preparing debtor and creditor/payables reports for management.
• Experience working with customer invoicing portals.
• Previous responsibility for credit card reconciliations.
• Experience supporting finance operations within a UK-based business.

Work Schedule

• Monday to Friday (10:00 to 18:00 SAST)

Pay & Benefits - What we offer:

• Annual Compensation - ZAR 300,000 to ZAR 360,000
• Opportunity to take ownership of key accounts receivable and purchase ledger processes.
• Work closely with Finance and Operations leadership.
• Broad exposure to credit control, supplier accounting, VAT, CIS, reconciliations, and transactional finance.
• Opportunity to contribute to streamlined and reliable financial processes.
• A role suited to someone who values accuracy, accountability, and proactive problem-solving.