FINANCE ADMINISTRATOR & PERSONAL ASSISTANT

Overview

We are seeking a detail-oriented and highly organised Finance Administrator to support the Finance Department across procurement, debtors, creditors, data management, and administrative functions. The successful candidate will be responsible for maintaining accurate financial records, supporting procurement activities, managing data integrity, and providing administrative assistance to the Finance Manager in a fast-paced business environment.

Key Responsibilities

Finance & Data Administration

• Accurately capture, update, and maintain financial and operational data across multiple systems.
• Verify and validate information to ensure data accuracy and completeness.
• Import, export, and manage data between various databases and systems.
• Maintain organised digital and physical records for efficient retrieval and reporting.
• Classify, file, and manage financial and business documentation.

Procurement Support

• Assist with obtaining quotations and procuring goods and services for the business.
• Coordinate supplier interactions and procurement-related administration.
• Maintain procurement records and supporting documentation.
• Track purchase requests and ensure compliance with internal processes.

Debtors & Creditors Administration

• Support debtor and creditor functions through accurate record keeping and reconciliation activities.
• Assist with account administration and financial data management.
• Maintain accurate transaction records and supporting documentation.
• Support the preparation of financial reports and reconciliations.

Administrative Support

• Manage finance-related enquiries via telephone and email.
• Provide administrative support to the Finance Manager, including diary and calendar management.
• Monitor and communicate important deadlines, priorities, and follow-up actions.
• Prepare reports, spreadsheets, and supporting documentation as required.
• Assist with general departmental administration and coordination.

Reporting & Compliance

• Generate reports from financial and operational data.
• Maintain confidentiality of sensitive financial and employee information.
• Ensure compliance with company procedures and data management standards.
• Collaborate with internal departments to ensure accuracy and alignment of information.

Minimum Requirements

• Proven experience in finance administration, procurement, debtors, creditors, or a similar role.
• Strong numerical, analytical, and reconciliation skills.
• Advanced Microsoft Excel skills.
• Strong administrative and organisational abilities.
• Experience working with CRM systems and databases.
• Ability to manage multiple tasks and meet deadlines effectively.
• Strong communication and interpersonal skills.
• Ability to work independently and within a team environment.

Key Skills & Competencies

• Advanced Microsoft Excel proficiency
• Data Capturing and Data Management
• Procurement Administration
• Debtors and Creditors Administration
• Reconciliation and Financial Record Keeping
• CRM and Database Management
• Reporting and Analysis
• Administrative Coordination
• Attention to Detail and Accuracy
• Organisation and Time Management
• Problem Solving and Critical Thinking
• Communication and Stakeholder Management
• Confidentiality and Professional Integrity
• Ability to Work Under Pressure
• Multi-tasking and Deadline Management

Ideal Candidate

The ideal candidate is a highly organised finance professional with strong numerical aptitude, exceptional attention to detail, and advanced Excel skills. They will be comfortable managing multiple responsibilities across finance and administration while maintaining accuracy, confidentiality, and excellent service to internal stakeholders.