Position: Finance Administrator

Automotive repair services group

Business Unit: Workshop

Location: Montague Gardens

Reporting to: Financial Manager

Overview: Job purpose and deliverables

Core purpose of the role

To provide an accurate and timeous filing and administration service to the department

Key deliverables and outputs

Here is a more professional and structured version that can be used for a job description, KPI, or performance assessment:

Overview: Essential individual competencies to be successful in the job

Academic qualifications

Essential:

Matric with accounting or maths subjects;

Finance/Accounting/Bookkeeping NQF4

Advantageous:

Certificate/Diploma in finance

Work experience

Essential:

Receivables/Debtors collections

1-2 years practical administrative experience

Knowledge

Essential:

Computer Literate

Office Administration

Advantageous:

AccPac / Sage300

Skills

Essential:

Phone professionalism.

Detail oriented | Self-motivated

Personal Attributes

Essential:

Team player

Accuracy

Punctual and deadline driven

Commitment to behaving ethically and correctly

Willingness to work overtime

Ability to concentrate on routine and detailed work over long periods of time without becoming impatient

Key Duties and Responsibilities

• Maintain an accurate and systematic filing structure on the Evolve system.

• Ensure all documents are correctly identified and cross-referenced to the relevant vehicle registration number and/or vehicle identification number (VIN).

• Ensure filing accuracy at all times by allocating documentation to the correct location on Evolve in line with agreed procedures.

• Ensure all allocations are completed daily, accurately, and linked to the correct vehicle records.

• File invoices, reconciliations, and supporting documentation accurately and timeously.

• Ensure all filed documentation is authorised, appropriate, and supported by either original invoices or valid tax invoice copies matched to approved orders.

• Ensure all documents are easily retrievable and available upon request within agreed turnaround times.

• Adhere to all company administrative and financial policies, procedures, and prescribed deadlines at all times.

• Maintain strict confidentiality of all company and client documentation.

• Ensure the safekeeping and security of all files and documentation, including adherence to key control procedures.

• Comply with all Occupational Health and Safety requirements and company safety policies.

• Send invoices to clients daily in accordance with agreed procedures.

• Process client invoicing daily and accurately as per company procedures.

• Distribute client statements in accordance with agreed timelines and procedures.

• Create and close purchase orders accurately on the Evolve system.

• Perform daily receipting and ensure the Evolve system is updated accurately and timeously.

• Provide ad-hoc assistance with managing client bookings and related administrative duties when required.

Other deliverables

• Housekeeping - Professional impression maintained at all times

• Customer communications - Firm but respectful communication with customers when handling queries and non-payments

• Accurate customer information - Accurate information on financial obligations supplied and explained to customers efficiently and courteously

• Interaction and relationship developed with all staff, especially in the admin department

Advantageous:

Ability to adapt to change

Preference for making contact with others

Strong customer centricity

Preference for thinking practically