Admin & Finance Project Manager at Weylandts Furniture Cape Town (Pty) Ltd

Key Accountabilities:

Cost Management for Projects

• Tracking and Reporting: Monitor and track project budgets, ensuring that all costs are captured and updated regularly. Consolidate costs related to materials, labour, equipment, and overheads.
• Cost Forecasting: Predict and plan project expenses to ensure budgets are met and adjust forecasts when necessary.
• Invoice Management: Ensure accurate invoicing for projects, ensuring all costs are reflected in client invoices and reconciled against project budgets.
• Cost Allocation: Distribute project costs accurately between departments or categories (e.g., labour, materials, services) to maintain a clear financial picture for each project.

Day-to-Day Running Costs

• Tracking Operational Expenses: Manage ongoing operational costs of the business, such as utilities, office supplies, software subscriptions, and employee expenses.
• Reconciliation of Expenses: Review and reconcile daily/weekly/monthly expenses against the budget. Ensure all payments are processed and documented accurately.
• Supplier and Vendor Management: Manage relationships with suppliers and vendors. Ensure timely payments and accurate record-keeping of contracts, agreements, and service level expectations.
• Petty Cash and Expense Reimbursements: Handle petty cash and process employee expense reimbursements as needed.

Administrative Support and Company Operations

• General Office Admin: Such as stationary orders etc.
• Document Management: Maintain accurate and up-to-date records of financial transactions,
• contracts, and agreements.
• Booking and Scheduling: Handle arrangements for travel, meetings, and bookings (e.g., office rentals, equipment).

Installation and Reservation Coordination

• Scheduling Installations: Coordinate with teams and suppliers to schedule installations of equipment, artwork, or other necessary items for projects. Ensure the costs and logistics are efficiently planned.
• Booking Services: Reserve necessary services related to the installations, such as transport, equipment rentals, or special services for project completion.
• Cost Management of Installations: Track costs for installations and any related logistics (e.g., transport, setup, handling) and ensure these costs are captured within the project’s budget.

Financial Reporting and Consolidation

• Monthly and Quarterly Reporting: Prepare financial reports for management, highlighting cost breakdowns, budget variances, and overall financial health of ongoing projects and the studio as a whole.
• Cost Consolidation: Regularly consolidate financial data from multiple projects to provide an overview of the studio’s financial position. This includes creating summary reports and analysing trends.
• Financial Analysis: Conduct cost analyses to identify cost-saving opportunities, and report on performance against budget expectations.

Technical Skills:

• A minimum of 3 years working experience.