About the position
Job Description: General Office and Financial Administrator
Position Title: General Office and Financial Administrator
Department: Finance and Administration / Executive Office
Reports To: Financial Manager (Primary) / Managing Director (Executive Support)
Salary Range: R20,000 – R25,000 per month
Position Summary
This multi-faceted role is responsible for ensuring the smooth and accurate financial administration of the company while simultaneously managing general office operations and providing dedicated executive support to the Managing Director. The ideal candidate is a highly organized individual with proven financial acumen, strong bookkeeping skills up to trial balance, and the necessity to maintain confidentiality and prioritize diverse tasks in a manufacturing environment.
I. Primary Function: Financial Administration and Bookkeeping
This function constitutes the primary area of responsibility, focusing on maintaining accurate records of all financial transactions. The candidate must have practical experience with SARS submissions/processes and be capable of working financially up to Trial Balance.
- Accounts Management: Maintain the Accounts Receivable (AR) and Accounts Payable (AP) systems to ensure complete and accurate records of all funds.
- New Accounts: Open new customer and supplier accounts, including requesting required documentation, conducting necessary reviews, managing risk, and setting appropriate limits.
- Transaction Processing: Ensure all supplier invoices are accurately captured daily. Reconcile purchase orders to invoices.
- Payment Control: Monitor and validate all invoices and completed payment requisitions in accordance with company payment terms. Ensure banking details on supplier invoices match the creditor being paid.
- Banking & Cash: Load payments on the online banking system for final approval. Handle the management and reconciliation of Petty Cash.
- Debt & Collections: Systematically identify overdue AR and AP accounts. Perform follow-up calls and contact companies or individuals owing money (Debt Collections), reporting back on status to management. Handle the processing of reimbursements on accounts in credit.
- Reconciliations: Perform monthly customer and supplier reconciliations to support all payments and receipts. Deal with queries from creditors regarding payments.
- Reporting: Prepare a detailed Debtor Report for submission to the Financial Manager monthly.
- Audit Support: Assist the Financial Manager with documentation and support during SARS audits where needed.
- Specialized Finance: Assist with Fixed Asset Administration and reconciliations. Must have experience dealing with financial transactions and documentation involving International Currencies.
- Query Management: Respond promptly and professionally to all internal and external queries relating to receipts and payments.
- Compliance: Hand over completed documentation for approval and authorization. Maintain the ability to maintain confidentiality and exercise extreme discretion.
- Other Duties: Perform any other duties as instructed by the Financial Manager where needed.
II. Executive Support to Managing Director
This function requires high-level discretion and organizational support for the Managing Director.
- Calendar and Meetings: Manage the Director’s calendar, including scheduling meetings, appointments, and reminders. Coordinate internal and external meetings, ensuring all logistics are arranged.
- Correspondence: Monitor and triage emails on behalf of the Director, drafting, proofreading, and sending professional correspondence as required.
- Communication Hub: Act as the first point of contact (screening calls, visitors, inquiries) and convey messages accurately and promptly to internal staff, clients, and stakeholders.
- Travel and Logistics: Arrange and manage travel logistics, including booking cost-effective flights, accommodation, airport transfers, and detailed itineraries. Arrange and manage corporate services like car service bookings and vehicle maintenance schedules.
- Documentation: Prepare reports, presentations, and meeting documents as required. Maintain organized filing systems (digital and physical) for easy retrieval. Track deadlines, follow-ups, and deliverables to ensure nothing falls through the cracks.
- Confidentiality: Must maintain confidentiality and discretion in all matters.
III. General Office and Records Administration
This function ensures the effective management of the company's daily administrative infrastructure.
- Filing Systems: Maintain and manage filing systems (physical and digital) for all departments (Finance, Operations, Projects, Procurement, and Management). Ensure documents are accurately labeled, securely stored, and easily retrievable.
- Filing Compliance: Regularly audit filing systems to ensure compliance with company standards and data protection policies. Archive outdated records according to retention schedules and assist with document disposal when necessary.
- Office Stock Management: Maintain a weekly grocery list and ensure the office is stocked with essentials (coffee, tea, milk, snacks, cleaning supplies). Monitor and replenish hygiene items proactively. Keep inventory records and manage restocking to prevent shortages.
- General Support: Assist departmental staff with administrative tasks such as photocopying, scanning, printing, and compiling reports. Prepare and distribute internal communications, memos, and meeting notes.
- Communication: Answer and direct incoming calls, take messages, and manage general office emails and inquiries.
Required Skills and Competencies
- Financial Acumen: Proven knowledge of accounting principles and extensive experience in AR/AP and preparing financial data up to Trial Balance.
- Software Proficiency: Experience with an integrated accounting/ERP system. Advanced proficiency in Microsoft Excel.
- Organization: Superior organizational skills with a meticulous attention to detail across financial and administrative tasks.
- Versatility: Proven experience managing multiple, disparate functions simultaneously (Finance, PA, Admin).
- Ethics: Must maintain strict confidentiality and exercise extreme discretion.
- Communication: Professional and articulate written and verbal communication skills.
Desired Skills:
- Administration
- ERP systems
- Finance
- Microsoft Excel
