Administrative Assistant to the Financial Director

Introduction

Skills & Competencies: Time management, MS Office & accounting systems proficiency, internal controls awareness, and client service mindset. Minimum Requirements: Matric with Accounting (non-negotiable), bookkeeping/accounting qualifications (advantageous), prior finance experience, and systems knowledge. Personal Attributes: Trustworthy, ethical, methodical, process-driven, calm under pressure, and eager to learn.

Description

Key Responsibilities

• Diary management, meeting scheduling, agendas, room bookings, refreshments, and meeting packs.

• Minuting finance meetings and tracking action items.

• Screening calls, emails, correspondence, and visitors.

• Formatting, proofreading, and drafting letters, reports, spreadsheets, memoranda, presentations, and internal notices.

• Physical and electronic filing system maintenance, office supplies/stationery ordering, travel coordination, and confidential data handling.

• External/internal stakeholder liaison (banks, auditors, tax practitioners, insurers, suppliers, customers).

• Petty cash records, vouchers, and reconciliations.

• Processing staff expense claims, travel claims, reimbursements, and advances (checking policy compliance, receipts, authorization, VAT, and cost allocations).

• Fuel card, credit card, and company card reconciliations.

• Payment schedules for recurring debit orders, lease payments, subscriptions, and insurance premiums.

• Collecting timesheets, leave forms, overtime records, commission schedules, deductions, and payroll changes.

• Maintaining employee finance records, pension, medical aid, provident fund, UIF, and PAYE documentation.

• Preparing payroll payment schedules for approval.

• Month-end closing procedures, accrual/prepayment schedules, and journal entries (captured as authorized).

• General ledger files, reconciliation folders, and trial balance support schedules.

• Fixed asset register updates, asset tagging, asset movement forms, depreciation schedules, and vehicle/equipment tracking.

• Stock count administration and inventory documentation.

• Budget tracking, expense analysis, variance analysis, and flagging unusual expenses.

• Monthly financial information packs and management accounts preparation support.

• Revenue reports, expense reports, cash flow summaries, and cash flow forecasting updates.

• Managing statutory deadlines, payment run calendars, audit dates, and VAT documentation/reconciliations.

Profile

Skills & Competencies: Time management, MS Office & accounting systems proficiency, internal controls awareness, and client service mindset. Personal Attributes: Trustworthy, ethical, methodical, process-driven, calm under pressure, and eager to learn.

We offer

Minimum Requirements: Matric with Accounting (non-negotiable), bookkeeping/accounting qualifications (advantageous), prior finance experience, and systems knowledge.