Job Description

Peak Child is an organisation providing families with affordable high quality pre-school education. We currently have 8 pre-schools in Cape Town and are looking to expand.

We are looking for a Finance Administrator to support our network of pre-schools. Peak Child's offices are based at our Lansdowne school.

Working knowledge of an accounting package and good Microsoft Excel skills are essential requirements for this position. We will not be able to correspond with applicants who do not meet these two requirements.

Duties

1.

Debtor management

It is the Administrator's responsibility to:

Set-up fee invoices for parents

Email invoices to parents

Deal with queries from parents about fees owed

Follow up with parents who are late with fees

Draft payment plans for parents who are not able to pay full fees

Capture fees

Capture parent deposits

Process parent deposit refunds

Monitor the Fees Assistance programme, which includes writing reports to donors

2. Creditor management

It is the Administrator's responsibility to:

Receive and file invoices from creditors

Query creditor invoices if necessary

Load invoices on to Sage Accounting

Ensure that the Finance Director loads new creditor's banking details

Prepare weekly payments batches based on invoices received

Load weekly payments after approval by directors

Download and check creditors outstanding from the accounting system

Monitor when rental increases are required and inform the Finance Director

Ensure that the insurance policy is up to date, and inform the Finance Director or any required changes

Ensure that interest on loans are paid on time

Manage the staff expense claim process

3. Procurement of groceries and utilities

It is the Administrator's responsibility to:

Procure groceries and cleaning equipment

Procure or pay for utilities, as requested from Principals

4. Procurement of school and educational resources

It is the Administrator's responsibility to:

Procure consumable and durable educational resources

For durable resources, ensure that each item is captured on the Fixed Asset Register

For new pre-schools, ensure that all services are set up before opening day, for example wifi, telephone lines, black council bins

Procure items for the Maintenance team, as required

Annually, ensure that the Fire Extinguishers have been re-certified

5. Fixed Asset Register management

It is the Administrator's responsibility to:

Run the stock take process at each school, once a year

Maintain an up to date Fixed Asset Register, which included up to date prices for each item

6. Leave administration

It is the Administrator's responsibility to:

At least twice a week, download leave forms, and capture these into the Leave spreadsheet

Check that leave forms are correct and that there are no duplicates

Check that leave corresponds to record on the GROW app, and resolve any differences

Inform Principals which staff are running low on Annual or Sick Leave

Ensure that the Finance Manager is aware of which staff need Unpaid leave deducted from their salary each month

Print out leave summaries, once a month, and ensure that all staff return a signed copy

Daily, update the Attendance register spreadsheet for staff and children, and raise any queries with the Principal

Monthly, ensure that the monthly attendance registers for staff and children are printed and distributed to the schools

Job Type: Full-time

Work Location: In person