SUMMARY:

ADMIN CONTROLLER

Location: Gqeberha, Eastern Cape
Reports to: Financial Manager
Second-line reporting: General Manager

POSITION INFO:

 

Our client is seeking a highly organised, accurate and deadline-driven Admin Controller to provide comprehensive administrative and financial support across debtors, payroll, month-end preparation and general finance administration.
The successful candidate will need strong attention to detail, excellent computer skills and the ability to work independently while also functioning effectively within a team.

MINIMUM QUALIFICATIONS

• Matric
• A tertiary qualification in Accounting or Finance will be advantageous

EXPERIENCE AND REQUIREMENTS

• Minimum 2 years' experience in office administration
• Strong computer literacy
• Experience with Great Plains will be advantageous
• Advanced Microsoft Excel skills will be advantageous
• Bookkeeping experience will be advantageous
• Strong administrative and organisational skills
• Ability to work accurately under pressure and meet deadlines

PERSONAL ATTRIBUTES

• Accurate with meticulous attention to detail
• Deadline-driven
• High energy levels
• Disciplined and professional in appearance and conduct
• Able to work independently as well as part of a team
• Able and willing to work after hours when required
• Strong sense of urgency
• Reliable, organised and proactive
• Professional approach to handling confidential financial and employee information

KEY RESPONSIBILITIES

DEBTORS

• Manage the online payment flow, including uploading debtor banking details and ensuring relevant systems are updated
• Manage the debtor legal handover process on behalf of credit controllers
• Ensure all legal handover checklists are completed before submission
• Manage the debtor journal process by conducting the first-level check and submitting journals to the Financial Manager for final approval before the daily cut-off
• Print daily bank information, convert exports for Debtors and submit information for processing
• Verify discounts taken by debtors and ensure these are valid and approved
• Assist with the allocation and management of debtor books
• Assist with problematic COD and 30-day clients
• Monitor online payments and assist with achieving online payment targets
• Reconcile all clearing accounts
• Maintain relevant debtor schedules
• Ensure account balances are clean and reconciled on a daily basis
• Prepare monthly debtor and credit note provision schedules at month-end
• Prepare weekly debtor statistics reports for the Financial Manager
• Monitor and allocate new purchase facility accounts
• Ensure new online payment applications are fully processed and clients are notified when they can make online payments
• Screen new debtor applications and submit them to the Financial Manager for approval
• Conduct credit checks on new credit applications
• Complete documentation for credit limit increases
• Monitor legal handovers of debtors
• Ensure legal fees are validated and processed for payment
• Maintain an organised filing system for all debtor documentation
• Ensure purchase facility applications are filed and scanned correctly

PAYROLL ADMINISTRATION

• Prepare overtime schedules
• Prepare freezer schedules
• Prepare fuel schedules for employees using company fuel cards
• Prepare gift registers
• Prepare commission calculations
• Complete night-shift allowance schedules
• Complete out-of-town allowance schedules
• Prepare staff loan schedules
• Prepare termination documentation
• Process new salary adjustment documentation for authorisation
• Prepare payroll templates and submit required information to Payroll
• Prepare and communicate notifications of payroll changes
• Prepare final payroll variance information for review and authorisation by the Financial Manager
• Submit union fee information for payment
• Submit garnishee payment information for processing
• Prepare employee lists by job title for statistical reporting

MONTH-END

• Assist the Finance Department with month-end preparation
• Ensure required schedules, reconciliations and supporting documentation are completed accurately and on time
• Provide information and administrative support required for month-end reporting

GENERAL ADMINISTRATION

• Assist the Financial Manager with information required for ad hoc reports
• Provide administrative and financial support to the regional finance function
• Assist with the management of archiving and filing
• Maintain accurate and accessible records and documentation
• Perform other reasonable ad hoc administrative and financial duties as required

KEY SKILLS AND COMPETENCIES

• Excellent administrative skills
• Strong attention to detail and accuracy
• Advanced Excel skills advantageous
• Good understanding of financial administration
• Debtors administration experience
• Payroll administration experience
• Strong reconciliation skills
• Good organisational and time-management skills
• Ability to meet strict deadlines
• Ability to handle confidential information
• Strong communication and interpersonal skills
• Ability to prioritise multiple tasks
• Ability to work independently with minimal supervision
• Strong computer literacy
• Experience with Great Plains advantageous

 

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