Finance Administrator - Fourways Campus at Newbridge Graduate Institute

Overview 

• The Financial Administrator is responsible for managing the financial administration activities on campus. This role requires an analytical, organised, and detail-oriented problem solver to ensure the accurate processing and reconciliation of all payment documents. Additionally, the position oversees customer invoicing and relations, as well as the management of consumable stock and petty cash on campus.

Key Responsibilities 

• Responsible for Creditors Payments, invoicing and recording of financial transactions. 
• Preparing purchase requisitions according to company policies and getting them authorised at the appropriate level.
• Receive invoices/ credit notes from suppliers. 
• Confirm the validity of the tax invoices/ credit notes, ensure that they have been duly approved.
• Capturing of invoices/ credit notes using the correct general ledger allocation codes. 
• Reconciliation and payment of the trade and sundry creditors.
• Ensuring that invoices submitted for payments comply with the set standards and have all the necessary supporting documents. 
• Ensure that claims are paid timeously and correctly.     
• Maintain the accounts payable systems to ensure complete and accurate records and file all documentations.
• Prepare purchases report and submit to National Finance Team on a weekly basis.
• Following up on all queries and keeping the accounts up to date.
• Responsible for customers invoicing, queries and recording of financial transactions.
• Ensuring that client information details are kept up to date. 
• Checking data input to ensure accuracy of final invoices.
• Creating and sending invoices and statements to customers.
• Tracking payments and ensuring that cash flow into the company is buoyant.
• Reporting issues or irregularities to the financial head of the company.
• Identifying and fixing billing errors by issuing debit and credit memos.
• Recovering outstanding debts.
• Handling clients' account queries. 
• Prepare debtors report and submit to financial head on a weekly basis.
• Petty Cash and Bank Account Management
• Collect petty cash invoices and receipts from staff members.
• Prepare petty cash reconciliations.
• Reconciling petty cash vouchers and request for replenishment of petty cash.
• Maintain, update, create, secure and archive petty cash records and files. 
• Reconciling bank statements and ensuring timely follow-up on discrepancies

Consumable stock  

• Purchasing campus consumable stock according to company procedures.
• Maintaining, controlling and issuing of consumable stock.
• Perform regular stock counts and perform variance analysis.

Administration

• Ensure transactions are properly recorded and processed in the computerised accounting system. 
• Ensure documents are filed systematically for easy of accessibility when required.
• Booking company cars for use by staff members.
• Booking air tickets for approved trips.
• Produce monthly statements and prepare reports for Principals and National Finance Team.

Skills and Competencies 

• Excellent communication, written and numeracy skills.
• The ability to multitask, meet deadlines and work accurately under pressure.
• The ability to work independently and within a team with minimal supervision.
• Strong sense of client focus and service orientation
• Meticulous attention to detail
• Computer literacy, with demonstrated proficiency in Excel.
• Problem-solving ability
• Possess a high level of honesty and integrity in handling cash and finances.
• Solid understanding of basic bookkeeping and accounting payable principles.
• Ability to calculate, post and manage accounting figures and financial records. 
• Time management skills. 
• Can communicate within the team and contribute to the overall success of the team.
• Adaptable as this is a constantly changing environment.

Requirements 

• An NQF level 4 qualification with accounting or bookkeeping. 
• Minimum of 3 years’ relevant Finance experience
• A working knowledge of an ERP system