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Job Summary
Luxury Hotel in the Kameeldrift East area is looking for an organised and detail-oriented Finance Administrator to join their Finance Department . The successful candidate will administer creditors ; stock purchasing documentation ; supplier invoices ; inventory records & cash-up reconciliations ; ensuring accurate processing and compliance with company policies; internal controls and audit requirements. The role provides administrative and transactional support to the Management Accountant & Operations Analyst and Financial Manager. Duties: Creditors & Supplier Administration Verify supplier invoices against approved purchase orders, agreements and supporting documentation. Confirm that goods received are recorded, services have been rendered and invoices carry the required departmental authorisation. Capture supplier invoices on Wanama and allocate non-stock invoices to the appropriate accounts or cost centres as instructed. Prepare invoice import files for processing by the Management Accountant in Pastel. Reconcile supplier accounts monthly and submit reconciliations and outstanding items for review. Resolve supplier account queries and maintain organised creditor records. Assist with supplier credit applications and maintain supplier agreements and a contract register. Monitor contract expiry dates and coordinate documentation for renewals. Systems; Inventory & Assets Review interfaces between Wanama, Opera, Symphony and Pastel, reporting discrepancies and following up on outstanding issues. Verify stock counts and assist with inventory control procedures. Maintain complete and accurate stock documentation. Capture approved new assets on Assetzure and maintain supporting records. Assist with annual physical asset verification and report discrepancies. Operational Finance Controls Review daily cash-up reconciliations, checking sales against payment methods and room charges. Review House Accounts and credit card transaction reports against Opera. Report discrepancies to the relevant Head of Department and Management Accountant for investigation. Reconcile petty cash transactions against approved requisitions and supporting documentation. Follow approved procedures, financial controls and authorisation limits. Month-End & Audit Support Prepare supporting schedules and documentation for reconciliations and month-end processing. Assist with audit files, year-end procedures and requests for supporting records. Maintain accurate, securely stored financial documentation. Protect confidential supplier, procurement and financial information in accordance with company policies and POPIA requirements. Requirements: Matric. A diploma or advanced certificate in Finance, Accounting or Bookkeeping would be advantageous. Minimum 2–3 years’ relevant experience in finance administration, creditors administration or accounts payable. Experience with stock management, procurement administration and supplier management processes. Working knowledge of creditors, bookkeeping, inventory administration and financial controls. An understanding of asset administration, procurement controls and audit requirements. Computer literacy in Microsoft Office and financial and hospitality systems. Experience with Pastel or a similar accounting package would be advantageous. Hotel accounting experience and exposure to internal and external audits would be advantageous. Experience working with documented procedures, internal controls and approval processes would be advantageous. English proficiency and good communication skills at all levels. Strong numerical, reconciliation, administrative and document control skills. Excellent attention to detail and the ability to identify discrepancies. Self-motivated; reliable and able to work effectively within a team. High levels of integrity, professionalism and confidentiality. Ability to manage competing priorities and meet deadlines under pressure. Own reliable transport. Willingness to provide reasonable after-hours and weekend support when required for operations or month-end activities. Willingness to undergo occupational assessments.
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