Finance and Admin Clerk
The role
To provide accurate and timely finance, accounting support and administrative services. The role supports the processing and maintenance of financial records, debtor and creditor administration, cash and banking documentation, reconciliations, reporting, filing and general office coordination, while ensuring that company procedures, internal controls and confidentiality requirements are followed.
What you'll do
01Finance and accounting support7 duties
- Assist with the day-to-day processing of financial transactions and maintain accurate, complete and up-to-date financial records.
- Capture invoices, receipts, payment information, journals and other approved financial transactions in the accounting system, ensuring that supporting documents are attached.
- Check financial documents for accuracy, completeness, correct dates, calculations, authorisations and appropriate account or cost-centre coding before processing.
- Assist with bank, cash, debtor, creditor and general ledger reconciliations; investigate differences and refer unresolved discrepancies to the Finance Director.
- Maintain orderly records of invoices, receipts, payment vouchers, credit notes, remittance advices and other financial documents.
- Assist with preparation of schedules, summaries and supporting documents for month-end and year-end closing, audits and management reporting.
- Follow up on missing documentation, unprocessed transactions and outstanding approvals to support timely financial processing.
02Accounts receivable administration7 duties
- Assist with issuing invoices, statements, receipts and other customer account documents, where assigned.
- Allocate customer receipts to the correct accounts and invoices and promptly flag unidentified or incorrectly allocated payments.
- Assist with customer account reconciliations and investigate invoice, payment and allocation queries.
- Monitor outstanding customer balances and assist with preparing aged-debt reports and lists of overdue accounts.
- Send statements and payment reminders and follow up with customers on outstanding documentation or payment queries, in accordance with company procedures.
- Refer disputed accounts, requests for credit-limit changes, payment arrangements and potentially high-risk accounts to the Finance Director.
- Maintain accurate customer account details and supporting records, observing applicable credit-control procedures.
03Accounts payable administration7 duties
- Receive and check supplier invoices, statements, delivery notes, purchase orders and other supporting documents for completeness and consistency.
- Assist in matching invoices to approved purchase orders and proof of delivery or receipt of goods/services and refer discrepancies for resolution.
- Capture approved supplier invoices using the correct supplier details, account codes and cost centres.
- Assist with reconciling supplier statements to the company's records and follow up on missing invoices, credits, payments or disputed items.
- Prepare payment schedules and supporting documents for review and approval.
- Track payment due dates and bring urgent, overdue or disputed items to the Finance Director's attention.
- Maintain organised supplier files and records of invoices, credit notes, remittance advices and payment confirmations.
04Cash, banking and till administration5 duties
- Assist with checking daily cash-up documentation, receipts and supporting records, where assigned.
- Identify and report cash-up shortages, overages, unexplained differences or missing documentation promptly.
- Prepare bank deposit documentation and assist with depositing company funds in accordance with approved cash-handling and security procedures.
- Maintain records of deposits, bank confirmations, receipts and cash movements and assist with reconciling these to the accounting records.
- Ensure that cash, banking documents and financial records are safeguarded and handled only by authorised personnel.
05General administration and office support11 duties
- Provide day-to-day administrative support to the Finance and Administration function and other departments when required.
- Receive, sort, distribute and dispatch incoming and outgoing correspondence, including emails, letters, invoices and other documents.
- Answer telephone calls and respond to routine enquiries professionally, directing queries to the appropriate person when necessary.
- Prepare, type, format, proofread and distribute letters, reports, spreadsheets, forms, schedules, minutes and other business documents.
- Maintain an orderly filing system for physical and electronic records, using clear naming, indexing and retrieval.
- Scan, photocopy, print and circulate documents and ensure that original records are stored securely.
- Maintain registers, trackers, spreadsheets, contact lists, stationery records and other administrative logs as required.
- Assist with scheduling meetings, preparing meeting materials, recording minutes where assigned and following up on administrative action items.
- Monitor stationery and office-supply levels, prepare requisitions when required and maintain records of items received or issued.
- Coordinate document collection and follow-ups with customers, suppliers and internal departments.
- Ensure financial and administrative documents are accurate, complete and filed promptly.
06Communication and customer/supplier service4 duties
- Communicate courteously and professionally with customers, suppliers, colleagues, staff and management.
- Respond to routine finance and administrative enquiries accurately and within reasonable timeframes.
- Refer complex, sensitive or unresolved queries to the relevant supervisor and keep the concerned parties informed of progress where appropriate.
- Promote cooperative working relationships while maintaining professional boundaries and consistent application of company procedures.
07Reporting and continuous improvement5 duties
- Prepare routine spreadsheets, reconciliations, schedules and administrative reports accurately and by agreed deadlines.
- Assist in compiling information for cash-flow monitoring, debtor and creditor ageing, expense tracking and other management reports, as assigned.
- Check data for omissions, unusual items and inconsistencies and raise concerns promptly.
- Identify opportunities to improve filing, document flow, record accuracy and administrative efficiency and recommend practical improvements.
- Participate in training and keep up to date with relevant company systems, procedures and changes to assigned duties.
What you'll bring
Qualifications and experience
- Minimum: diploma in Accounting, Finance, Bookkeeping, Business Administration or a related field.
- Minimum of 2–3 years' experience in finance, accounts administration, bookkeeping or general office administration.
- Practical knowledge of invoicing, reconciliations, filing, data capture and basic accounting procedures is desirable.
- Experience using accounting software (Sage/Pastel) and Microsoft Excel is an advantage.
Skills and competencies
- Strong numerical ability and attention to detail.
- Good written and verbal communication and professional interpersonal skills.
- Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
- Ability to use accounting software (Sage/Pastel) and electronic filing systems, or willingness to learn company systems.
- Good organisational, planning, time-management and record-keeping skills.
- Ability to handle confidential information with discretion and integrity.
- Problem-solving skills and the ability to identify, investigate and escalate discrepancies.
- Ability to prioritise tasks, meet deadlines and manage competing demands.
- Customer-service orientation and the ability to work cooperatively with colleagues and external stakeholders.
- Reliability, honesty, accountability, accuracy and a proactive approach to work.
How success is measured
- 01Accuracy and completeness of financial data capture and supporting documentation.
- 02Timely processing of invoices, receipts, payment-support documents and assigned transactions.
- 03Accuracy and timeliness of bank, debtor, creditor and other assigned reconciliations.
- 04Number and age of unresolved account discrepancies and administrative queries.
- 05Timely preparation and submission of reports, schedules and administrative records.
- 06Accuracy and completeness of cash-up and banking documentation, where assigned.
- 07Compliance with company policies, approval limits, cash-handling rules and internal controls.
- 08Organisation, security and ease of retrieval of physical and electronic records.
- 09Responsiveness and professionalism when dealing with internal and external stakeholders.
- 10Confidentiality, integrity and responsible use of company systems and resources.
- 11Effectiveness in identifying errors, escalating risks and following up on outstanding matters.