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Job Summary
Finance administrator required for a Luxury Hotel & Conference Venue Main Purpose The Finance Administrator manages the day-to-day transaction processing, supplier reconciliations, stock procurement administration, and operational financial controls within the Finance Department. Operating in a hospitality environment, this role ensures all supporting financial documentation is accurately processed, appropriately authorised, and securely maintained in accordance with company SOPs, internal controls, and audit requirements. The position provides direct administrative and transactional support to the Management Accountant & Operations Analyst and the Financial Manager. Key Performance Areas & Job Objectives Creditors & Supplier Administration Invoice Processing: Capture supplier invoices on operational systems (Wanama, etc.), accurately allocating non-stock invoices to correct cost centres. Three-Way Matching: Verify that all supplier invoices are supported by approved Purchase Orders, formal agreements, and validated goods-received records. Reconciliations: Perform monthly reconciliations of supplier accounts against statements, compiling clean import files for processing by the Management Accountant in Pastel. Discrepancy Resolution: Identify, document, and escalate reconciling items, maintaining professional administrative relationships with suppliers. Inventory & Asset Administration Stock Control: Support inventory control processes and verify physical stock counts against system documentation. Asset Management: Capture approved new assets on Assetzure using authorised documentation, maintain asset records, and assist with annual physical asset verifications. Reporting: Promptly flag and report discrepancies identified during stock or asset verifications. Daily Operational Finance Controls Revenue Audits: Conduct daily reviews of Cash-Up reconciliations, House Accounts, and credit card transaction reports across operational systems (Opera, Symphony). Petty Cash: Reconcile petty cash transactions against approved requisitions and supporting documentation. Escalation: Immediately report system interface failures, transactional variances, or suspected financial irregularities to the relevant HOD and Management Accountant. Supplier Records & Contract Governance Onboarding: Assist with the administrative completion of supplier credit applications and onboarding documentation. Contract Tracking: Maintain an up-to-date Supplier Contract Register, monitoring contracts for upcoming expiries, renewals, and compliance requirements. Authority & Delegation Boundaries Employees in this role have the authority to: Verify supplier documentation and contracts. Capture invoices on authorised operational systems. Prepare supplier reconciliations and import files. Communicate directly with suppliers regarding accounts and queries. Identify; document, and report financial variances and discrepancies. Employees in this role do NOT have the authority to: Post transactions or General Ledger journals to Pastel. Access online banking or authorise payments. Approve supplier invoices on behalf of Heads of Department. Approve stock adjustments or master-data changes. Override system controls or onboard suppliers independently. Job Requirements & Qualifications Experience & Education: Minimum of 2–3 years of relevant experience in finance administration, creditors administration, or accounts payable. Experience within a hotel or hospitality environment is highly desirable. Experience working within an environment with documented SOPs, internal controls, and audit support processes is desirable. Matric / Grade 12 is essential. A Diploma or Advanced Certificate in Finance, Accounting, or Bookkeeping is highly desirable. Technical Skills & System Proficiency: English proficiency and strong MS Office computer literacy are essential. Working proficiency in financial and hospitality systems. Experience with Pastel, Wanama, Opera, Symphony, or Assetzure is highly advantageous. Strong numerical reasoning, precise data entry, meticulous filing skills, and a sharp eye for identifying duplicate billing or procedural non-compliance. Personal & Behavioral Attributes: Energetic; hard-working team player who consistently meets strict month-end deadlines under pressure. Must possess own reliable transport (Essential). Willingness to provide reasonable after-hours or weekend support when month-end activities or stock takes necessitate it. Confidentiality & Data Protection Data Protection: Process, store, and share all supplier, customer, and employee records in strict compliance with the Protection of Personal Information Act (POPIA). Discretion: Protect commercially sensitive data—including supplier pricing, contracts, credit applications, and audit files—from unauthorised access or removal. This confidentiality mandate remains legally binding post-employment. Ethical Duty: Refrain from conflicts of interest and immediately report suspected fraud, theft, or procurement irregularities through approved internal reporting channels.
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