Cape Town: Finance & Project Coordinator – Cape Town posted by Pro Tem

About the Role

Our client, a signage manufacturing company, is seeking a highly organized and detail-driven Finance & Project Coordinator to manage financial administration, project costing and coordination, office administration, and reception duties within their fast-paced production environment.

Key Responsibilities

• Financial & Bookkeeping Administration (Project-Based)

• Process supplier invoices, customer invoices, and credit notes

• Allocate all costs accurately to specific signage projects (materials, labour, subcontractors, logistics)

• Prepare and manage weekly payment runs

• Follow up on outstanding customer payments and reconcile debtor accounts

• Maintain accurate creditor and debtor records

• Assist with monthly reconciliations and finance reporting

• Maintain proper audit trails for all financial transactions

• Project Costing & Coordination (Core Focus)

• Set up new signage projects on internal systems

• Prepare and track project costings vs approved quotes

• Monitor project profitability and flag cost overruns early

• Coordinate purchase orders for materials (steel, aluminium, vinyl, lighting, printing, etc.)

• Liaise with production, fabrication, printing, rigging, and installation teams

• Track project timelines and assist with scheduling where required

• Maintain complete project files (quotes, drawings, POs, delivery notes, invoices)

• Office Administration & Operational Support

• Maintain organised filing systems (digital and hard copy)

• Manage office supplies and consumables inventory

• Coordinate couriers, deliveries, and collections of signage components

• Assist management with reports, documentation, and administrative support

• Support compliance with internal procedures and controls

• Reception & Client Interaction

• Answer and route incoming calls professionally

• Handle client and supplier enquiries related to accounts, orders, and project status

• Manage shared email inboxes and correspondence

Skills and Competencies required to perform this role:

• Highly organised and deadline-driven
• Comfortable working under pressure in a fast-paced production environment
• Proactive and detail-oriented
• Professional, confident, and service-focused
• Trustworthy and discreet with financial information

Performance Indicators:

• Accurate and timely processing of all financial transactions and payments
• Correct allocation of all costs to the relevant signage projects
• Project files kept complete, current, and audit-ready at all times
• Project cost tracking maintained within approved budgets
• Early identification and escalation of cost overruns or variances
• Purchase orders raised accurately and within required turnaround times
• No production or installation delays caused by administrative errors
• Monthly reconciliations and reports completed on time
• Professional and prompt handling of all incoming calls and enquiries
• Effective coordination and communication between finance, production, and project teams

Qualifications and Experience:

• Matric or equivalent (tertiary qualification in finance/bookkeeping is advantageous)
• Proven experience in bookkeeping or finance administration
• Experience in a manufacturing, construction, signage, or project-based environment (highly advantageous)
• Strong understanding of project costing and job-based accounting
• High attention to detail and numerical accuracy
• Ability to manage multiple projects simultaneously
• Proficiency in accounting software and MS Excel

Physical Requirements:

• Ability to sit for extended periods while performing computer-based work
• Ability to stand and move around the office and factory environment as required
• Ability to occasionally lift and carry light office items or documents (up to 10 kg)
• Visual ability to work accurately with detailed financial and project information
• Manual dexterity to operate office equipment (computer, printer, telephone)
• Ability to hear and respond to telephone calls and in-person communication
• Ability to work in a production environment with moderate noise levels
• Ability to comply with health and safety requirements, including use of PPE when entering factory areas

Salary:

R30 000 – R60 000