ACCOUNTS ADMINISTRATOR

Introduction

The Accounts Administrator is responsible for providing accurate and timely financial and administrative support to the Operations Manager, Production Manager and the Finance Department and HR Department. The role provides day-to-day administrative assistance to the Operations and Production Managers, while also managing key accounting and administrative functions, including monthly wage and salary schedules, payroll information, orders and purchasing administration, petty cash, diesel and stock reconciliations, financial record keeping, personnel administration, and monthly reporting. The position requires a high level of accuracy, attention to detail, confidentiality, organization, and the ability to manage multiple priorities while meeting strict operational and month-end deadlines.

Applicants must reside in or around the Delmas area.

Duties & Responsibilities

The position of Accounts Administrator is responsible for

Administrative Support to the Operations Manager and Production Manager

Provide day-to-day administrative support to the Operations Manager and Production Manager.

Assist with the preparation, capturing, filing, and maintenance of operational and production-related documentation.

Compile and maintain reports, schedules, records, and other information required by the Operations and Production Managers.

Maintain records relating to orders, deliveries, stock, diesel, production requirements, and other operational activities.

Ensure that information supplied to management is accurate, complete, up to date, and supported by appropriate documentation.

Monthly Wage and Salary Schedules

Prepare accurate monthly wage and salary schedules for submission to Payroll.

Ensure that the clock machine information is updated at least every second day.

Ensure new employees, terminations, salary changes, overtime, allowances, deductions, leave, and other adjustments are accurately reflected.

Reconcile wage and salary schedules to supporting documentation before submission.

Ensure schedules are submitted to Payroll within the required deadlines.

Handle employee queries with assistance of the Production Manager and HR Officer.

Maintain confidential payroll-related records.

Orders and Purchasing Administration

Monitor and maintain records of orders placed.

Ensure orders are supported by the required documentation and approvals.

Check orders against invoices, delivery notes, and supporting documentation where applicable.

Capture and maintain accurate order information.

Follow up on outstanding orders and deliveries.

Report outstanding, incomplete, or irregular orders to the Financial Department.

Assist with resolving discrepancies between orders, deliveries, and invoices.

Petty Cash

Maintain accurate petty cash records.

Process and record petty cash transactions.

Ensure all petty cash transactions are supported by valid receipts and appropriate authorisation.

Conduct regular petty cash reconciliations.

Prepare petty cash reconciliation reports for submission to the Financial Department.

Ensure petty cash balances are accurate and properly supported.

Diesel Reconciliations

Maintain accurate records of diesel received and issued.

Reconcile diesel purchases, usage, and balances monthly.

Investigate unusual variances or discrepancies.

Prepare monthly diesel reconciliation reports for submission to the Financial Department.

Stock Reconciliations

Assist with maintaining accurate stock records.

Reconcile physical stock counts to accounting or stock records.

Prepare monthly stock reconciliation reports.

Submit accurate stock information to the Financial Department within the required deadlines.

Maintain supporting documentation for stock reconciliations.

Monthly and Financial Reporting

Prepare accurate monthly financial and operational reports for submission to the Financial Department.

Ensure all monthly reports are completed within the required deadlines.

Reconcile information before submitting monthly reports.

Maintain accurate records to support monthly and annual financial reporting.

Capture financial information accurately on the accounting system.

Process invoices, credit notes, journals, and other financial transactions as required.

Assist with supplier and customer account administration.

Ensure transactions are correctly allocated to the appropriate accounts.

Maintain accurate financial records and supporting documentation.

Filing and Record Keeping

Maintain organized and up-to-date financial records.

File invoices, receipts, orders, reconciliations, reports, journals, and other financial documentation.

Ensure records are readily available for audits and management review.

Maintain confidentiality of all financial, operational, and employee information.

Maintain accurate, complete, and up-to-date personnel files for all employees.

Ensure all required employee documentation is obtained, checked, and filed correctly.

Maintain personnel files in an organized and consistent filing system.

Ensure employee records are updated promptly when there are changes to personal details, employment status, salary, position, or other relevant information.

Regularly review personnel files to identify missing, outdated, or incomplete documentation.

Ensure personnel records are kept confidential and securely stored.

Maintain accurate records for new appointments, transfers, promotions, salary changes, leave, disciplinary matters, and terminations where applicable.

Ensure personnel files are readily available for authorized audits and inspections.

Report any missing, inaccurate, or incomplete personnel information to the relevant Manager or HR Department.

Adhere to Bio – security, housekeeping and safety standards.

Any other reasonable duties that may be required by your superior from time to time.

Desired Experience & Qualification

Grade 12 / Matric certificate.

3–5 years’ relevant experience in an accounts administration, finance administration, bookkeeping, or similar role.

Experience in an agriculture environment will be advantageous.

A relevant qualification in Accounting, Finance, Bookkeeping, Business Administration, or Office Administration .

Additional training in Payroll Administration, HR Administration, or Financial Administration will be beneficial.

Computer literacy with strong working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.

Experience with accounting, payroll, ERP, and stock management systems will be advantageous.

Practical experience with

Monthly wage and salary schedules.

Time and attendance/clocking systems.

Petty cash administration and reconciliations.

Supplier invoices, orders, delivery notes, and purchasing administration.

Stock administration and stock reconciliations.

Diesel/fuel records and reconciliations.

Experience working with confidential employee, payroll, financial, and operational information.

Experience working to strict month-end reporting and payroll deadlines.

Interested?

If you are interested in applying and you are confident that you qualify in terms of the information set out in this advertisement, please forward your CV and letter of motivation to the HR Officer at email vacancies@eggbert.co.za . Closing Date for Applications: 28 August 2026.   If your CV is successfully matched, we will contact you to schedule an interview.  We appreciate you taking the time to apply for employment with the Kuipers Group.