Administrative Assistant to Financial Director – Pietermaritzburg

Reference: PMB001235-LD-1

Administrative Assistant to Financial Director – Pietermaritzburg Our client is looking for a highly organised and detail-oriented Administrative Assistant to support the Financial Director with finance administration, reporting, diary management, and general office coordination.

Duties & Responsibilities

Responsibilities

Administration Duties

• Manage the Financial Director's diary, meetings, travel arrangements, correspondence, and confidential documentation

• Prepare reports, presentations, meeting agendas, minutes, and general finance documentation

• Maintain organised electronic and physical filing systems

• Liaise with internal departments, suppliers, customers, banks, auditors, and service providers

• Coordinate office administration, stationery, document control, and departmental deadlines

• Provide administrative support for projects and other ad hoc duties

Financial Assistant Duties

• Process supplier and customer invoices, credit notes, statements, and payments, and maintain accurate accounts payable, accounts receivable, and financial records

• Perform supplier, customer, bank, petty cash, expense, and account reconciliations, investigating and following up on account queries and payment discrepancies

• Assist with payroll administration, staff expense claims, journals, month-end procedures, management accounts, cash flow reporting, budget tracking, and financial schedules

• Prepare payment packs, proof of payments, reconciliations, supporting documentation, and reports for review by the Financial Director

• Maintain financial records, fixed asset registers, statutory documentation, audit files, procurement records, and supporting documentation

• Assist with VAT, payroll, tax, insurance, contract administration, and audit preparation while ensuring compliance with company policies and internal financial controls

• Identify and report errors, irregularities, duplicate invoices, missing approvals, or unusual transactions, while maintaining strict confidentiality of all financial information

Requirements

• Matric with Accounting (non-negotiable)

• A certificate or Diploma in Bookkeeping, Finance, or Accounting is advantageous

• Previous experience in a finance, bookkeeping, or accounting support role

• Working knowledge of accounting software, online banking platforms, Microsoft Excel, Word, Outlook, and office systems

• Strong numerical ability with excellent attention to detail and accuracy

• Highly organised with the ability to prioritise workload and meet deadlines

• Professional communication skills with a high level of confidentiality, integrity, and discretion

• Ability to work independently and within a team

• Good understanding of reconciliations, financial reporting, internal controls, and financial documentation

• Reliable, professional, and customer-service oriented

Due to the high volume of applications received, only suitable candidates who meet the criteria of this vacancy will be contacted.