Finance Administrator

Introduction

We are currently seeking a well groomed  Finance Administrator to join our dynamivc team.

Duties & Responsibilities

Invoicing & Rate Management

• Monitor diesel price fluctuations to update rate negotiation spreadsheets. Calculate revised rates for vetting (or apply updated client rate structures).

• Update trip costing per truck following each invoicing batch, cross-referencing trip fuel vouchers to prevent diesel over costing errors.

Debtors & Accounts Receivable

• Capture daily delivery notes, returns, and client loads on the weight-rate tracking sheet, auditing weights and dates before bi-weekly batching.

• Process vetted delivery notes onto Sage; manage credit and debit adjustments for diesel on both debtor and creditor accounts.

• Reconcile diesel invoices against physical vouchers (verifying litres and pricing) and request credit notes for billing inaccuracies.

• Perform Sage document matching following bi-weekly payment processing and liaise with client debtors regarding credits and payment clearing.

• Invoice external debtors other than Merlog and each has their own process.

Creditors & Procurement

• Source quotes for staff uniforms, parts and cash purchases, obtain approval, and issue formal purchase orders.

• Capture incoming supplier invoices, balance statements against creditor accounts, and provide relief for logistics parts ordering during staff leave.

• Maintain SARS-compliant spreadsheet records for invoices exceeding R3, 500 for tax and auditing submissions to Accountant

Payroll & HR Administration

• Capture weekly/monthly timesheets, overtime, and external load allowances, ensuring all rates align with executive approvals. Negotiating rates for staff, with explanations for trip rate/challenges to management.

• Maintain employee files, leave registers, and on boarding/off boarding documentation.

• Call new drivers for tests and reference checks.

• Compile monthly payroll deduction summaries per financial year for executive reporting and send finalized salary schedules for accounting/taxation.

Financial Oversight & Audit Preparation

• Cash flow projections by monitoring weight-rate sales against expenses, escalating shortfalls to management.

• Download trial balances and detailed expense ledgers, ensuring accounts reconcile to summary values before emailing audit files for Annual Financial Statement (AFS) preparation to Desmond

Logistics & Controller Support

• Coordinate return loads, monitor driver ETAs, and issue driver WhatsApp loading notifications. Book return loads currently approx. three a week.

• Provide bi-hourly truck tracking updates and assist with trip payroll allocation.

• Expedite delivery note against client invoices.

Claims & Compliance

• Manage end-to-end insurance claim processes, liaising with internal teams and brokers to submit required documentation and track claim status.

Month end

• Send payroll deductions Spreadsheet, salaries schedule to accountant after taxation.

• Termination and take on employees, change bank details, any other information, etc

• Maintain leave and sick leave register

Cash Flow Projection

• Estimated Sales to cover estimated expenses, monitor weight rate sheet to ensure sales covers expenses.

• Let Jayen know the value we are short

Costing

• Update trip costing per truck after each invoicing batch, check correct fuel voucher is attached to the trip since April 2026, leaving overpriced trip diesel costs if incorrect diesel voucher is captured.

Audit preparation

• Trial balance download

• Download each expense detailed ledger and ensure TB balances to Summary Values

• Email spreadsheet to Desmond for AFS preparation and traceability for Auditors.

• Maintain asset registers, updating vehicle values, licensing, and insurance records.

New trucks Process

• New truck documents and files created, including process records for insurance purposes, tax invoices, licenses, etc. to submit full details to insurance for accurate cover.

Claims Process

• Complete documents after liaising with the team regarding Claims requirements.

• Insurance claims log and follow up each stage, submit documents as requested by Broker and assistant.

Other

• Licensing, maintaining truck files and updating Asset Register records and Licence renewals

• Staff stock replenishment. Truck maintenance supplies replenished as needed.

• Constantly updating procedures to be Merlog and internal complaint.

Desired Experience & Qualification

• Matric

• 1 year fianance administration experience

• Good MS office experience

• Experience in invoicing, debtors and creditors, reconciliations and financial record-keeping.

Package & Remuneration

Market related