Admin and Finance Manager

Fuel your ambition with a career that moves you forward

Type:
Full-time

We’re a high-energy AI startup with a culture of excellence. We move fast, we sweat the details, and we’re looking for an exceptional operator who will immerse themselves in the business.

This role is ideal for a perfectionist problem-solver who thrives in a fast-paced environment where no two days are the same. You’ll sit at the intersection of:

• Finance & accounting
• Administration & office/facilities management
• Customer operations & billing
• Executive assistance to the CEO

Your job is to create order, reliability, and visibility so that our engineers, product, and delivery teams can integrate cutting-edge generative AI into client ecosystems reliably, compliantly, and at pace.

CohesionX builds secure, enterprise-grade AI platforms that seamlessly blend into existing workflows, turning intelligence into an invisible force multiplier across operations.

Our flagship platform, Vector Mind, is an affordable, easy-to-integrate GenAI platform that gives employees access to top global AI capabilities without exposing IP or sensitive data. Vector Mind emphasises localised, closed-loop AI, containerised for consistent deployment and supporting South Africa’s 11 official languages.

Daily Financial Management

• Record all financial transactions in Xero (or equivalent) and maintain an accurate general ledger.
• Process accounts payable: collect invoices and receipts from vendors, team, and service providers; verify against purchase orders and agreements.
• Request payments; manage payment runs and supplier payment schedules.
• Process accounts receivable: track customer payments, apply receipts, and reconcile against invoices.
• Maintain petty cash and expense reimbursement systems.

Month-End & Reconciliation

• Ensure that bookkeepers execute month-end close procedures; reconcile all bank accounts, credit cards, and loan accounts.
• Ensure that bookkeepers prepare monthly management accounts: P&L, balance sheet, and cash flow statement.
• Ensure that bookkeepers reconcile control accounts (debtors, creditors, payroll) and resolve discrepancies.
• Ensure that bookkeepers prepare accurate VAT/tax calculations and prepare returns.

Budgeting, Forecasting & Cashflow

• Ensure that finance team Maintain rolling 12-month budgets and update quarterly with actuals vs. budget variance analysis.
• Produce weekly cashflow forecasts (4-week rolling view) to ensure liquidity and flag shortfalls early.
• Develop annual budgets in collaboration with leadership; track departmental spend against budget.
• Support CFO to build scenario models for strategic planning (hiring plans, capex, customer growth).
• Ensure that bookkeepers prepare monthly financial reports for executive leadership: summary P&L, cash flow, KPIs, commentary.
• Produce customer profitability analysis (actual costs vs. revenue per customer).
• Track and report on key financial metrics: gross margin, burn rate, runway, DSO, DPO, and working capital.
• Provide ad hoc financial analysis for strategic decisions (pricing, investment, cost reduction).

Audit & Compliance

• Coordinate with external auditors and tax advisors; prepare audit files, schedules, and supporting documentation.
• Ensure compliance with statutory requirements, including tax filings, CIPC returns, and B-BBEE compliance.
• Maintain financial controls and segregation of duties; document policies and procedures.
• Manage insurance policies (professional indemnity, business, cyber) and annual renewals.

Asset & Fixed Asset Management

• Maintain fixed asset register; record acquisitions, disposals, and depreciation schedules.
• Coordinate stocktakes and asset verification…