Job Description

We are seeking a dynamic and versatile Finance Assistant and Admin Controller with a strong understanding of HR processes and the use of SUN Systems software would be highly beneficial. This role requires a detail-oriented, organised, and motivated individual who can effectively handle financial tasks, provide administrative support, and contribute to HR-related activities.

Key Responsibilities:

Financial Documentation:

• Collect and organise tax invoices daily, ensuring alignment with relevant Proof of Delivery (POD) documents.
• Collaborate with the warehouse team to address any missing documents and maintain accurate records.
• Match invoices with PODs and update records accordingly.
• Send out daily invoices and monthly statements to customers.
• File debtor invoices along with proofs of delivery and creditor invoices for EFT payments, attaching relevant supporting documents.

Vendor Relations:

• Maintain a record of invoices for various clients, cross-referencing against received emails to identify discrepancies.
• Liaise with the Sales Entity Accountant and Finance/HR & IT Manager regarding any identified discrepancies.
• Handle vending machine restocking and reconciliation of cash intake.
• Address customer queries related to invoices, PODs, or statements.

Administrative Support:

• Create purchase orders and manage general stationery orders.
• Assist the Sales Entity Accountant with monthly creditors reconciliations and invoice expense bookings.
• Support the Sales Entity Accountant in capturing cashbook information and monthly SGA reconciliations.
• Complete data capture for First Auto, enabling subsequent review by the Accountant.

Training and HR:

• Maintain and manage the training register for staff, ensuring timely completion of training and filing of relevant certificates.
• Collaborate with SEESA to update SETA Skills report and support annual submission.
• Assist in creating and maintaining a training matrix, coordinating with the SHEQ controller for ISO compliance.
• Keep employee personal files up to date and update the leave register.

Documentation Management:

• Establish and manage a working archive system, ensuring adherence to regulatory document retention requirements.
• Assist in creating and updating the asset register, labelling assets as per policy, and managing asset documentation.

Compliance and Reporting:

• Work with SEESA to submit annual Equity reports.
• Provide assistance to auditors by furnishing copies of invoices, statements, and other documentation as required for year-end audits.

General Support:

• Assist with travel arrangements and event coordination.
• Take minutes during Management and Staff meetings and maintain records.
• Prepare refreshments for visitors.
• Undertake other general administrative tasks and fulfil reasonable requests as needed.

Principal Accountabilities:

• Maintain an organised filing system for invoices and documents.
• Manage HR personal files and training registers.
• Support the Sales Entity Accountant with daily financial tasks and data capturing.

Qualifications and Skills:

• Relevant academic qualifications or certifications in finance, accounting, administration, or a related field.
• Proven experience in accounting and administrative support roles.
• Solid knowledge of financial principles, practices, and terminology.
• Familiarity with HR processes, including recordkeeping and compliance.
• Proficiency in using SUN Systems software for financial data entry and reporting, would be beneficial.
• Strong computer skills, including a high level of proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational skills with a keen attention to detail.
• Strong communication skills, both written and verbal.
• Ability to work independently and collaboratively within a team.
• Strong problem-solving abilities and a proactive approach to tasks.
• High level of discretion and ability to handle confidential information appropriately.

Ann Swann Personnel Services