Introduction
We are looking for a highly organized and detail-oriented Finance and Payroll Administrator to oversee the financial and payroll operations of the company. This role is crucial in ensuring accurate financial reporting, compliance with accounting standards and payroll legislation, and efficient management of internal financial systems. The ideal candidate will be responsible for maintaining up-to-date financial records, overseeing payroll processes, and mitigating financial risks. Strong analytical skills, attention to detail, and a thorough understanding of financial procedures are essential for success in this role.
Key Responsibilities
Finance Administration
- Prepare and issue accurate quotations promptly.
- Ensure invoicing is completed immediately after project finalization.
- Submit accurate monthly invoices to clients in a timely manner.
- Follow up on overdue payments and resolve outstanding account issues.
- Upload invoices to client portals as required.
- Assist with cash flow forecasts by recording all receipts and payments.
- Allocate costs accurately to relevant cost centres.
- Match all incurred costs to job sheets and verify payment reconciliation.
- Maintain and update Work In Progress (WIP) documents.
- Secure appropriate approvals for all payments via documented requisitions.
- Ensure suppliers are paid within agreed terms.
- Reconcile supplier statements and bank accounts monthly.
- Investigate discrepancies in bank reconciliations and resolve promptly.
- Monitor and record daily transactions including deposits, withdrawals, and fees.
- Track monthly expenses against the approved budget.
- Respond to financial queries from internal and external stakeholders.
- Maintain organized filing systems for all financial documentation.
- Assist in evaluating profitability and financial performance.
- Seek approval from the Group Accountant before processing any journal entries.
Payroll Administration
- Assign staff to relevant projects for payroll allocation.
- Accurately onboard new staff and adjust salaries as applicable.
- Maintain and file all hiring documentation.
- Process payroll accurately, including deductions and benefits.
- Ensure CTC allocations and payroll entries are correctly captured.
- Obtain approvals for salary disbursements and upload them to Netcash.
- Allocate payroll costs correctly to cost centres in Sage Accounting.
- Resolve payroll queries and maintain compliance with South African tax laws.
- Prepare and submit EMP201, EMP501, and year-end reports to the Group Accountant.
- Generate and archive all payroll reports monthly.
Reporting
- Deliver accurate weekly financial reports on schedule.
- Support the preparation of monthly and annual financial statements.
- Summarize financial data for management review, highlighting key variances and trends.
- Assist with audits and reporting to regulatory authorities.
- Flag financial irregularities or risks as soon as they are identified.
Desired Experience & Qualifications
Education
- Matric (Grade 12) is required.
- A formal qualification in bookkeeping or accounting is essential.
- Clean criminal and credit records.
Experience
- 3–5 years’ experience in financial administration or accounting.
- 3–5 years’ experience using Sage Accounting and Sage Cloud Payroll with ESS.
- Proven experience in managing accounts payable/receivable, reconciliations, and financial reporting.
- Familiarity with South African payroll systems, VAT, PAYE, and tax compliance.
- Exposure to HR processes and year-end financial procedures is advantageous.
Skills & Competencies
- High level of integrity and discretion in handling confidential information.
- Professional conduct and respect for privacy protocols.
- Proficiency in Sage systems and Microsoft Excel.
- Solid understanding of accounting principles and South African financial regulations.
- Exceptional attention to detail and accuracy in handling data.
- Strong time management and prioritization abilities.
- Effective problem-solving and reconciliation skills.
- Ability to work independently and collaboratively within a team.
- Excellent communication and stakeholder management skills.
Package & Remuneration
- R25,000 – R30,000 per month (commensurate with experience)
- Immediate availability required
