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

My client is looking for a Finance & Project Coordinator to manage financial administration, project costing and coordination, office

administration, and reception duties within a signage manufacturing

environment, ensuring accurate cost control, smooth project execution, and

professional client interaction from enquiry through to installation.

Duties/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
• 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