Job Description

The Senior Finance Administrator will be responsible for overseeing financial activities within the organisation, including accounts payable/receivable, budget management, financial reporting, and payroll administration. This role requires meticulous attention to detail, strong analytical skills, and the ability to communicate effectively with both financial and non-financial service providers.Key Responsibilities:Accounts Payable/Receivable Management:

• Process invoices, expense reports, and payments in a timely and accurate manner.
• Reconcile accounts payable and receivable statements.
• Coordinate with vendors and internal suppliers and service providers to resolve billing discrepancies.
• Ensure that Load sheets and counter sheets are posted daily. Report immediately if these sheets are not balancing
• Collection and follow up on COD accounts. Send report weekly
• Monitor rep sample account and send out a report weekly
• Credit Notes to be done every bi-weekly
• Monitor Staff accounts and ensure that limits are not exceeded
• Monthly Supplier recons to be done by 21 of each month. Proof of payments must be send monthly. Ensure discounts are taken and negotiated. No unreconciled items older that two months
• Responsible for filling in supplier applications A -L
• Maintain full master details of suppliers on system, e.g. credit limits, contact details, VAT numbers, BEE status and bank account information
• Recon of cash creditors on a weekly basis
• Filing of all paperwork
• Planner report for Sales Department
• To assist with admin related tasks and duties

Budget Management:

• Assist in the development and monitoring of annual budgets.
• Track expenses against budget allocations and provide regular reports to management.
• Identify variances and recommend corrective actions as needed.

Financial Reporting:

• Prepare monthly, quarterly, and annual financial reports.
• Analyse financial data and present findings to senior management.
• Ensure compliance with accounting standards and regulatory requirements.

Payroll Administration:

• Assist in processing payroll accurately and on time.
• Maintain employee records related to compensation, taxes, and benefits.
• Address payroll inquiries and discrepancies in a timely manner.
• Print clocking time reports on or before the 21st of each month and ensure that all overtime is signed off by Management.
• Prepare overtime schedule on Excel and give to Senior management for approval
• Maintain credit limits on staff accounts. Print staff accounts for payroll purposes and give to Senior Management to approve deductions
• Ensure that all reps staff accounts have the correct Tollgate and Petrol Amounts allocated to their Staff Accounts
• Compile all payroll information on Payroll Excel Spread sheet reflecting all earnings and deduction for payroll purposes
• Senior Management must sign off Payroll Excel Report, before any data can be entered into Pastel Payroll.
• Ensure that all information on Payroll Excel Report are entered to Pastel Payroll
• Ensure that all leave taken by employees are entered onto Pastel Payroll
• Ensure that Payroll Recon Report from Pastel Payroll balances with Payroll Excel Report before processing.
• Print Payslips.
• Ensure that the following reports are printed and filed in the current months payroll file:

• Payroll Reconciliation
• Payroll Transaction List
• Leave Schedule for Leave File
• Salary Journal compiled on Excel and posted to General Ledger accounts in Pastel Evolution
• Proof printout from Pastel Evolution that all Staff Deduction were posted to accounts
• Union Payments
• Workmen's Compensation
• Statutory Reports & Payments

• Ensure U19 is filled in correctly, signed off by Senior Management and posted to UIF offices
• Ensure that EMP201 on SARS E-Filing is done before the 7th of each month
• Ensure that EMP201 Excel Spread sheet is done on a monthly basis for EMP501 Reconciliation at year end
• Absa Small Business Provident Fund
• A monthly Reconciliation of ABSA Small Business Provident Fund must be done to ensure that all employees are members of the fund and to ensure that all details are correct.
• Add new members/Terminate resigned members
• Handle all claims on deceased/disabled members or members family

General Ledger Maintenance:

• Assisting with the reconciling of bank statements and general ledger accounts.
• Assist in month-end and year-end closing processes.
• Maintain accurate financial records and documentation.

Team Leadership and Collaboration:

• Collaborate with cross-functional teams to streamline financial processes and improve efficiency.
• Support audit and compliance activities as required.

Skills & Equity

• Assist with skills and Equity Reporting for skills development and for BEE Rating Purposes
• EEA2 Workforce Profile must be printed every month and all information should reflect on an Excel Sheet regarding, Gender, Race, Occupational Level and Job Title of each employee
• Ensure that all training are recorded on training forms should it be inhouse or external training providers
• Ensure that all training schedules are loaded onto Pastel Payroll as well as Training Excel Report on a monthly basis

Qualifications:

• Bachelor's degree in Admin, Accounting, Finance, or related field will be advantageous.
• Certified Public

(CPA) or equivalent certification is highly desirable. * 5+ years of experience in financial administration or accounting roles.

• Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle) and MS Office Suite.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Ability to prioritise tasks and work under tight deadlines.
• Attention to detail and accuracy in data entry and financial reporting.
• Experience in a supervisory or leadership role is a plus.
• FLUENT AND PROFICIENT IN AFRIKAANS
• Reside in Witbank

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