Role Purpose

The Financial Administration Assistant is responsible for the full back-office financial administration of the service station and associated retail operations.

The role focuses on ensuring accurate financial processing, daily reconciliations, payroll administration, and compliance with company policies and procedures. The incumbent will ensure the integrity of financial data, support month-end reporting, and maintain efficient administrative processes to support overall business operations.

Key Responsibilities

Financial Administration & Reconciliation

Ensure accurate and efficient financial processing and reconciliation of all transactions.

• Perform daily cash-up reconciliations and ensure accuracy of cash intake.
• Manage and control petty cash, including reconciliations and banking.
• Conduct fuel reconciliations and ensure all variances are investigated.
• Capture and process financial data on prescribed accounting systems.
• Process credit and debit transactions accurately.
• Prepare remittance advices for supplier payments.

Payroll Administration

Manage payroll processes in line with company and legal requirements.

• Process and manage monthly payroll data, including calculations and submissions.
• Ensure accuracy of salaries and wages in accordance with company policies.
• Communicate overtime hours and relevant payroll inputs timeously.

Stock & Operational Administration

Support operational efficiency through accurate administration and stock control.

• Manage GRV and GRN administration processes.
• Support stock replenishment by maintaining optimal stock levels.
• Administer sales documentation, invoices, and reports.

Compliance & Reporting

Ensure adherence to company standards and accurate financial reporting.

• Complete monthly accounting procedures in line with company standards.
• Prepare and submit month-end and year-end reports to Head Office.
• Maintain accurate financial and administrative records.

HR & Office Administration

Maintain administrative and HR-related processes on site.

• Maintain and update staff files in line with HR requirements.
• Ensure compliance with site hygiene, housekeeping, and safety standards.

Customer & Stakeholder Engagement

Deliver high levels of service and maintain strong relationships.

• Respond to customer and stakeholder queries efficiently and professionally.
• Maintain strong internal and external relationships.
• Support a customer-centric approach to service delivery.

Performance & Culture

Contribute to a high-performance and values-driven environment.

• Achieve individual and team performance targets.
• Demonstrate strong work ethic and accountability.
• Contribute positively to team culture and collaboration.