FINANCE COORDINATOR

Purpose:

Capture, maintain and evaluate financial records. To serve as a contributor to the financial well-being and operational integrity of the organization. You will play a central role in meticulously managing financial records and fortifying the overall financial health of the company. This position embodies the essence of financial stewardship, ensuring that the organization’s fiscal landscape is marked by accuracy, compliance, and strategic insight.

General Responsibilities:

Duties include but not limited to:

Debtors

• Maintain client aging analysis below 30 days.
• Process Sales quotes, Sales orders and Client invoices.
• Ensure invoices are issued as per clients’ contractual requirements.
• Credit notes issuance only upon approval by client and management.
• Process month end accruals.
• Accurate allocations of client receipts.
• Follow up on client purchase orders and ensure they are up to date on monthly basis.
• Ensuring that customer statements are processed timeously.
• Follow up on client payments to ensure credit terms are complied with.
• Preparing monthly debtors report with comments for management meetings
• Maintaining and improving the filing system of client documents including invoices, statements, purchase orders, form of orders, receipt remittances & proof of payments.

Creditors

• Ensure new suppliers are authorized and vetted for BBE status, VAT compliance and CIPC compliance.
• Ensure suppliers’ invoices are accurate, VAT compliant and are duly approved before capturing in Sage.
• Process purchase orders for approved supplier quotes.
• Suppliers reconciliation processed before month end payments.
• Accurate payment allocations to suppliers’ ledger accounts.
• Reconcile the accounts payable ledger to ensure that all payments i.e. EFTs, inter-account transfers, and card payments are allocated accurately.
• Maintain suppliers’ aging analysis below 30 days.
• Follow up on credit note when applicable.
• Process month end accruals and clear prior months accruals.
• Prepare weekly payment schedules for review.
• Provide weekly feedback on Age Analysis – commentary on long outstanding balances.
• Review expense analysis, prepayments and accruals to identify missing expenses and raise accruals appropriately.

Treasury

• Monthly import of bank statements into Sage Accounting.
• Ensure bank reconciliations are up to date and reconciled.
• Safe custody of bank statements, saved on Teams.
• Ensure that all card purchases are accounted for and proof of purchases submitted to accounts from relevant employees.
• Ensure that only verified suppliers are loaded as beneficiaries in the bank both local and international suppliers.
• Loading supplier payments in the bank for release by HOO.

General Administration and Reporting

• Timesheet follow up and update as per client requirements.
• Processing and verifying monthly payroll.
• Monthly balance sheet and expense analysis.
• Updating revenue spreadsheet for management reporting.
• Monthly reconciliation and update of the fixed asset register taking into account additions, transfers and disposals.
• Month end processes for management accounts including:
  • Income Statement
  • Trial Balance
  • Balance Sheet
  • Cash Flow Statements
  • Age analysis
  • Ad-hoc tasks and projects

Qualification Requirements

• Diploma/Degree in Finance/Accounting/Bookkeeping

 Work Experience

• 2-3 years’ experience as a finance administrator/coordinator

 Software Application Requirement

• Microsoft (Teams, Word, Excel, PowerPoint etc.)
• Sage Accounting
• Sage 300 Payroll