Finance Administrator - Pinetown Durban

Ubuntu RM; Durban; On-site; ZAR 150,000 - 190,000; Full time

Job summary

Ubuntu RM is seeking a Finance Administrator to coordinate office activities and support governance and compliance. You will manage calls, provide admin support to senior finance staff, and maintain records in Sage Evolution.

You will also prepare weekly and monthly reports, assist the sales/marketing teams, and ensure invoices and supplier payments are processed accurately. Proficiency in Word/Excel/PowerPoint/Outlook and Sage Evolution is required.

Qualifications

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required.
• Experience with Sage Evolution is a must-have for this role.

Responsibilities

• Coordinate office activities to support governance and compliance with company policies.
• Manage phone calls and correspondence for customers, suppliers and internal teams.
• Create and update records in the Sage Evolution system and maintain accurate job cards.
• Prepare weekly and monthly reports for directors and senior finance management.
• Assist sales, marketing and deal-making teams and support invoicing processes.

Skills

Attention to detail

Organizational skills

Communication skills

Deadline-driven

Tools

Sage Evolution

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Duties:

The Finance administrator’s role is to coordinate office activities and operational outcomes so that efficiencies are brought into the business as well as governance and compliance to company policies is adhered to. His or her job will include the following:

• Manage phone calls (from customers, suppliers, etc) and correspondence (e-mail, telephonic inquiries etc),
• Provide administrative support to the senior administration staff as well as the senior finance management structures of the business. This includes the group finance administrator and the group CFO,
• Create and update records, on an advanced database and technology programme,
• Submit timely reports and prepare weekly and monthly reports and presentations to the directors of the business,
• Assist colleagues whenever necessary, and
• Work very closely with the sales, marketing and deal-making team.

Daily, Weekly and Monthly Activities:

• Check payment updates from the group finance manager
• Work extensively on Job Cards. This includes the following:

• creating new customer profiles on Sage Evolution using the information on the job card
• Ensure that the job cards are produced accurately with all of the required information
• Capture and verify all customer details are correct on Sage Evolution
• Payment terms to the customer is accurate and is captures on Sage Evolution
• Correct stock coding on Sage Evolution
• Double check the costs of each item and that the job cards and quotations all tie up and is accurately reflected

• Find the correct supplier or service provider and ensure that the order has been placed with that supplier
• Work with the complete invoicing process and ensure that the end-product i.e (the customer’s invoice) is completely accurate in every way and/or form
• Produce all of the outstanding statements for a customer and ensure that the customer receives these timeously
• Phoning debtors and ensuring that debtors pay on time and into the correct bank accounts
• Capturing GRV’s and supplier invoices accurately and timeously on Sage Evolution
• Reconciliations of supplier accounts & statements
• Handling stock queries & liaising with Warehouse manager on all stock related issues
• Fill in vendor application forms and send off to the directors for approval and signatures
• Assist team members, senior team leaders, managers and directors of the business wherever necessary.
• Double checking jobcards/POD's, ensuring correct codes are being used and Invoicing out (EMS)
• Compiling sales reports & checking for accuracy more specifically on Active jobs
• Liaising with reps on final invoicing dates / feedback on ETA's
• Completing /& verifying vendor forms / credit apps when required
• Assisting with compilation of tender / contracts
• Following up on accounts receivable
• Compiling monthly sales reports (Spode & EM Shelving)
• Accurately processing GRV's and supplier invoices on a daily basis
• Resolving queries on Job cards - GRV queries, pricing and correct stock codes before invoicing
• Maintaining supplier and customer accounts on Sage
• Allocation of supplier & customer payments on Sage
• Preparation of weekly & monthly payments schedule
• Preparation of weekly suppliers’ reconciliation
• Emailing customer statements on a monthly basis
• Ensuring all customer and supplier invoices have been processed for month end and VAT submission
• Assisting reps, admin & warehouse with any queries
• Attending to any management query or request when required

Microsoft product suite for the preparation of documents and recording of some of its operations (outside of Sage Evolution) with a reasonable level of proficiency required in Microsoft Word, Excel, PowerPoint and Outlook. A level of proficiency with Sage Evolution will also be a requirement.

Personal Attributes

• Hardworking
• Extremely strict attention to detail
• Driven to meet deadlines
• Honesty and integrity
• Highly focused
• Dependable and reliable
• Work within a collaborative team-based environment
• Good written and verbal communication skills
• Very strong command of English
• Can manage multiple projects all at the same time
• Respectful and can work in a top-down semi-formal structure
• Highly committed to excellence
• Driven to succeed and build a long-term career, not just a job

Reporting Structure

The Finance Administrator reports to the Group Finance Manager, who then reports to the Group CFO.