Finance & Accounts Administrator

Job description

1. Key responsibilities - Finance

• Reconcile daily cash, card, EFT and point-of-sale transactions.
• Investigate cash shortages, overages and other sales discrepancies.
• Process and reconcile supplier invoices, statements and payments.
• Capture customer invoices, receipts and credit notes.
• Follow up on outstanding customer accounts.
• Complete bank and petty-cash reconciliations.
• Verify expenses, receipts, purchase orders and supporting documents.
• Assist with stock counts and investigate stock variances.
• Maintain accurate financial records and filing systems.
• Prepare weekly and monthly finance reports.
• Assist with payroll information, VAT schedules and statutory records.
• Support month-end and year-end financial processes.
• Respond to supplier and customer account queries.
• Maintain confidentiality and comply with internal financial controls.
• Report suspected fraud, theft or unauthorized transactions

1. Key responsibilities - Tenders

• Search for relevant tenders, RFQs and business opportunities.
• Review tender documents, specifications and submission requirements.
• Prepare tender checklists, schedules and submission plans.
• Compile administrative, technical and financial tender documents.
• Request quotations, datasheets and supporting documents from suppliers.
• Obtain required company, tax, B-BBEE and compliance documents.
• Complete tender forms, returnable schedules and declarations accurately.
• Coordinate pricing, costing and delivery information.
• Verify calculations, VAT, quantities and total tender values.
• Ensure that all documents are signed, initialled and correctly arranged.
• Prepare professional tender proposals, presentations and supporting files.
• Submit tenders through portals, email, courier or physical tender boxes.
• Maintain a tender register with submission dates, values and outcomes.
• Monitor tender validity periods, briefing sessions and clarification deadlines.
• Follow up on submitted tenders and request evaluation feedback.
• Maintain an updated database of suppliers, quotations and company documents.
• Keep accurate electronic and physical tender files.
• Protect confidential company, supplier and pricing information.

Requirements

1. Minimum requirements

• Education: Diploma or degree in finance or  commerce is highly preferred.
• Experience: 1–4 years of experience in a combined finance and tender administration role, preferably within industries like construction, security, or healthcare.
• Knowledge: Familiarity with the public finance management act (PFMA), treasury regulations, and e-tendering platforms.
• Technical skills: Advanced proficiency in MS Excel (for financial modeling) and experience with accounting software (e.g. Pastel, SAP, Oracle or Xero).