Financial Administrator

Duties & Responsibilities

• Ensure all goods and services are supported by approved purchase orders
• Capture purchase orders accurately and track delivery and invoicing status
• Verify supplier invoices for accuracy, completeness, and legislative compliance
• Ensure all supporting documents are attached (POs, delivery notes, job cards, quotations)
• Capture invoices in line with TFS standards and submit to Head Office within required timelines
• Maintain accurate general ledger allocations and reconcile invoice batches
• Process provisions and accruals in collaboration with the Facilities Manager
• Support month-end processes, including reconciliation of pass-through costs between systems (Infor EAM and GL)
• Prepare and submit monthly pass-through cost summaries to the client by the 25th
• Monitor and analyse consumables and stationery usage
• Support budget control by liaising with operational managers on OPEX and CAPEX
• Maintain accurate supplier records, including credit applications and supporting documentation
• Process new supplier applications in line with company procedures
• Manage supplier communication, including payment queries and remittances
• Ensure proper filing and record-keeping for audit readiness
• Maintain awareness of supplier SLAs and contractual obligations

• Ensure all goods and services are supported by approved purchase orders
• Capture purchase orders accurately and track delivery and invoicing status

• Verify supplier invoices for accuracy, completeness, and legislative compliance
• Ensure all supporting documents are attached (POs, delivery notes, job cards, quotations)
• Capture invoices in line with TFS standards and submit to Head Office within required timelines
• Maintain accurate general ledger allocations and reconcile invoice batches
• Process provisions and accruals in collaboration with the Facilities Manager
• Support month-end processes, including reconciliation of pass-through costs between systems (Infor EAM and GL)
• Prepare and submit monthly pass-through cost summaries to the client by the 25th
• Monitor and analyse consumables and stationery usage
• Support budget control by liaising with operational managers on OPEX and CAPEX

• Maintain accurate supplier records, including credit applications and supporting documentation
• Process new supplier applications in line with company procedures
• Manage supplier communication, including payment queries and remittances
• Ensure proper filing and record-keeping for audit readiness
• Maintain awareness of supplier SLAs and contractual obligations

• Ensure adherence to TFS financial policies, procedures, and authorisation limits
• Comply with Safety, Health, Environmental, and Quality (SHEQ) requirements
• Ensure compliance with relevant legislation, including VAT and SARS requirements
• Support adherence to PPP Agreement obligations (where applicable)

• Support additional tasks and projects as reasonably requested by management

• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with financial systems (e.g., Great Plains, Infor EAM or similar)
• Understanding of VAT, SARS regulations, and basic accounting principles
• Knowledge of procurement and financial control processes

• Working with People – Builds strong working relationships and supports team objectives
• Adhering to Principles and Values – Demonstrates integrity and compliance
• Planning and Organising – Manages time and priorities effectively
• Following Instructions and Procedures – Ensures compliance with policies and standards
• Coping with Pressure – Maintains accuracy and productivity under deadlines
• Achieving Personal Work Goals – Takes ownership of outputs and quality

• Grade 12 (Matric)
• Relevant tertiary qualification in Finance or Accounting (preferred)
• 2–5 years’ experience in financial administration, creditors, or accounting