Financial Administrator

Broll Property Group Pty Ltd; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Broll Property Group Pty Ltd in Gauteng seeks a Financial Administrator to provide accurate financial administration and transactional support to the Finance Department and Management Accountant. The role requires attention to detail, confidentiality and timely processing of financial data.

You will handle accounts payable/receivable, bank reconciliations, month-end tasks, audit support and general administrative duties, ensuring documentation is complete and deadlines are met.

Qualifications

• Matric/Grade 12 or equivalent.
• Basic bookkeeping knowledge.
• Strong Excel skills required.

Responsibilities

• Maintain electronic filing and account documentation.
• Prepare and reconcile cashbook and bank statements.
• Assist with accounts payable/receivable processes and month-end tasks.
• Provide audit support and ensure documentation is accurate and complete.

Skills

Attention to detail

Organised

Team player

Basic bookkeeping

Excel proficiency

Communication

Education

Matric / Grade 12

Tools

Microsoft Excel

Job description

POSITION PURPOSE

The Financial Administrator is responsible for providing accurate, timely and efficient financial administration and transactional support to the Finance Department and Management Accountant. They will also ensure that financial transactions are captured correctly, supporting documentation is complete and readily available, accounts and records are kept up to date, and financial deadlines are consistently met. They are expected to work with a high level of accuracy, confidentiality, accountability and attention to detail.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for performing assigned accounting and related accounting support functions.

• Maintains files, including filing of accounts payable documentation, and other miscellaneous filings - all filing to be done electronic on shared drives
• Cashbook, including reconciliation of cashbook to bank statements.
• Monthly reports and checking thereof for accuracy and completeness.
• Receipting modules, daily download of bank statements, transfer onto Nedbank, process corrections, posting of allocated receipts.
• Participates in annual audit.

2. Assumes responsibility for the accurate and timely performance of accounts payable functions.

• Receive, verify, capture and process supplier invoices.
• Ensure invoices contain required supporting documentation and approvals.
• Match supplier invoices to purchase orders, delivery notes and/or supporting documentation where applicable.
• Allocate invoices to the correct supplier account, general ledger account, cost centre and/or project.
• Prepare invoices for approval and payment.
• Process supplier credit notes and adjustments.
• Respond to routine supplier queries regarding invoices and payments.
• Investigate discrepancies between invoices, orders and supporting documentation.
• Assist with supplier statement reconciliations.
• Follow up on outstanding supplier documentation.
• Maintain organised electronic filing systems.
• Ensure supplier invoices are processed within required deadlines.

3. Assumes responsibility for the effective performance of accounts receivable functions.

• Prepare and issue customer invoices where required.
• Capture customer receipts and allocate payments correctly.
• Maintain accurate customer account information.
• Assist with customer account reconciliations.
• Monitor outstanding customer balances and provide information to the Management Accountant.
• Follow up on outstanding documentation required for invoicing.
• Assist with debtor collection activities.
• Investigate customer account discrepancies and unidentified payments.
• Process authorised customer credit notes and adjustments.

4. Assumes responsibility for the Banking and Cash Administration

• Capture daily bank transactions.
• Perform routine bank reconciliations.
• Allocate deposits, payments, bank charges and other transactions correctly.
• Investigate unidentified or unusual banking transactions.
• Maintain accurate records of cash movements.
• Assist with payment batches and payment administration.
• Ensure payment documentation is properly authorised and electronically filed.
• Escalate unusual or unauthorised transactions immediately.

5. Assumes Month-end Administration.

• Prepare supporting schedules for month-end reporting.
• Obtain outstanding documentation from internal departments and suppliers.
• Assist with accrual and prepayment information as instructed.
• Assist with outstanding transaction reports.
• Ensure financial records are complete and properly supported.
• Provide information requested by the Management Accountant for month-end reporting.
• Maintain month-end checklists and supporting documentation.
• Follow up on outstanding month-end tasks.
• Ensure documentation is properly filed and accessible.

6. Assumes Audit and Compliance Support

• Maintain complete and accurate supporting documentation.
• Assist with internal and external audit requests.
• Retrieve invoices, receipts, reconciliations and other financial documentation.
• Prepare audit support schedules as instructed.
• Respond to routine information requests from auditors.
• Ensure transactions are supported by appropriate documentation and approvals.
• Assist with compliance with internal financial procedures.
• Report suspected errors, irregularities or control weaknesses.

7. Assumes General Administrative Duties

• Manage daily finance-related correspondence.
• Maintain finance calendars and deadlines.
• Prepare and distribute routine financial documentation.
• Assist with meeting preparation and documentation.
• Maintain finance registers and tracking schedules.
• Follow up on outstanding administrative tasks.
• Assist with filing, scanning, copying and electronic document management.
• Perform other reasonable finance and administrative duties delegated by the Management Accountant.

8. Assumes financial controls and responsibilities.

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects and miscellaneous assignments as required.
• Ensure all transactions are accurate, properly authorised, supported, correctly allocated, captured within the correct accounting period, processed according to company procedures, and properly recorded and filed.
• Immediately report suspected fraud, financial irregularities, duplicate payments, unauthorised transactions, incorrect entries, missing documentation, control weaknesses or unusual financial activity to the Management Accountant or appropriate manager

PERFORMANCE MEASUREMENTS

• 1. All functions are accurate, current, and timely.
• 2. Accounting errors, discrepancies, and violations in purchasing policies are promptly identified and resolved.
• 3. Accounting duties are performed in accordance with established procedures and standards.
• 4. Good communication and coordination exist with Company personnel. Assistance is provided as needed.
• 5. Effective business relations exist with clients and external contacts.
• 6. Management is appropriately informed of area activities.

EDUCATION/CERTIFICATION:

Matric | Grade 12 / National Senior Certificate

REQUIRED KNOWLEDGE:

• Knowledge of related computer applications.
• Familiarity with basic bookkeeping procedures.

EXPERIENCE REQUIRED:

• One year of previous related experience required.
• Typing or keyboarding experience required.
• Good understanding of basic accounting principles.
• Good numerical ability.
• Strong Microsoft Excel skills

SKILLS/ABILITIES:

• Attentive to detail and accurate.
• Well organised.
• Cooperative and willing to assist others.
• Able to use computer applications eg. Word, Excel etc
• Able to prioritise work according to financial deadlines
• Works effectively with the Management Accountant and other departments