Finance Administrator

Title: Finance Administrator (Remote)

Category: Accounting & Finance

Job Purpose:

As a pivotal member of our team, your role is to provide comprehensive financial administration support to our business. This involves meticulously maintaining accurate records of all financial transactions and efficiently managing payments and invoices within established processes, procedures, and timelines.

Enhanced Duties and Responsibilities:

Debtors:

• Generate monthly invoices for corporate customers with meticulous attention to detail, ensuring adherence to predefined terms and standard operating procedures as directed by the Financial Manager.
• Facilitate the timely dispatch of statements to manual paying customers in accordance with the debtors’ calendar.
• Resolve customer queries expeditiously, demonstrating comprehensive understanding of debtors’ processes.
• Execute credit note processing on PaySpace as needed, subject to approval from the Financial Manager.

Payslip Orders

• Receive and process payslip orders from customers.
• Prepare payslip orders for collection by the courier or customer collection.
• Prepare and send invoices for payslips and courier charges when necessary.
• Manage stock of payslips and ensure sufficient inventory levels.

Creditors:

• Accurately input creditor data onto accounting software for approval, ensuring all requisite supporting documentation is attached.
• Ensure timely payment of creditors in alignment with agreed-upon payment terms.
• Liaise with suppliers and carry out the preparation of supplier payment schedules.

Financial Administration:

• Timely completion of customer vendor forms when required.
• Provide support for sales tenders as needed.
• Provide support to other members of the finance team as required.

General Administration:

• Effectively manage all travel and accommodation bookings, ensuring billable aspects are invoiced to the customer.
• Procure monthly office supplies including stationery and groceries.
• Conduct monthly stock takes and promptly report any discrepancies to the Financial Manager.
• Arrange shipments through courier websites and ensure timely delivery; as needed by business.
• Maintain impeccable office standards, ensuring cleanliness and organization at all times.
• Assist with general ad-hoc tasks as required.

Events & Gift Management

• Notify the MD of birthdays and special events for Heads of Departments (HODs) and provide gift ideas.
• Coordinate the purchase and delivery of gifts or vouchers for various occasions.
• Book boardrooms or venues for meetings and events, inclusive of the arranging of catering if required and maintaining a boardroom booking log. i.e. Inductions, user group sessions, other meetings.
• Arranging and coordinating events like quarterly beers and cheers events, including sourcing of a venue, invites, catering etc. , as required, per region.
• Assist the marketing team, when required, to set up events.

Ensures customer excellence:

• Builds and maintains strong relationships with internal stakeholders.
• Lives the company’s values and service standards when interacting with stakeholders.
• Adheres to business processes and systems to meet the company’s quality requirements.
• Takes personal accountability for service excellence.
• Adheres to the company’s work standards.

Key Performance Indicators:

• Timely and accurate preparation of financial records and reports. This includes ensuring that various monthly tasks are completed in accordance with agreed timelines.
• Ability to identify and implement process improvements.
• Understand their role within the organisation from an information security perspective and commit to protecting the organisation’s security information assets.
• Ensures cost savings and efficiencies in areas of accountability.

Information Security:

Ensures cost savings and efficiencies:

Minimum Requirements and Key Competencies of the Candidate:

• Minimum of 3 years of relevant work experience.
• Understanding of accounting principles and standards.
• Proficient in using computer systems (MS office) and software, including CRM systems and accounting software.
• Prior experience working with Xero will be beneficial.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and strong organizational skills.
• Ability to prioritize tasks, self-manage, and meet deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.