Somerset West: Finance & Operations Administrator / Travel Industry – Somerset West posted by Time Personnel

About the Role

Time Personnel is seeking a highly organized and detail-oriented Finance & Operations Administrator to join their team in Somerset West. The ideal candidate will have experience in finance administration, administration, or a related field, with a strong background in Excel, Word, and Outlook. This role involves supporting the Financial Manager with routine finance administration tasks, as well as providing administrative support across various teams.

Key Responsibilities

• Support the Financial Manager with routine finance administration including:
• Accounts Payable, Receivable and capture supplier invoices.
• Match invoices against: Approved quotations, Purchase Orders, Supplier confirmations
• Track outstanding supplier documentation, prepare payment packs for approval.
• Maintain supplier payment trackers, support month end administration.
• Prepare client invoices and pro-forma’s & monitoring payments received.
• Assist in monitoring payments received, issuing statements, assist with reconciliations.
• Financial Administration, capture financial information accurately.
• Update payment schedules, maintain finance folders and filing.
• Support month-end administration.

• Administration bridge between project teams and finance.
• Open and maintain programme administration files.
• Track approved budgets and revisions and monitor approved cost changes.
• Collect supplier quotations, coordinate approvals between departments.
• Maintain programme financial trackers.
• Support programme close-out administration, confirm supplier documentation receipt.
• Ensure budgets align with approved programme scope.
• Track invoices received versus expected spend.
• Assist teams in obtaining finance approvals.

• Obtain supplier quotations, Purchase Orders, maintain supplier records.
• Follow up outstanding documentation, support onboarding of suppliers.
• Coordinate supplier payment submissions.

• Support meeting coordination, prepare meeting packs, document formatting.
• Manage general admin requests, support internal team communication.
• Prepare and maintain Programme trackers, PO trackers, Invoice trackers, Outstanding supplier schedules, Budget monitoring reports and administrative status updates.

Requirements

• Matric
• Diploma/Certificate in: Finance, Accounting, Business Administration, Office Administration, Bookkeeping
• 1–3 years administration experience
• Exposure to finance administration advantageous
• Experience in hospitality, events, travel or services environment advantageous
• Experience with Excel, Word, Outlook, Teams, SAGE, SharePoint, basic reporting skills
• Comfortable working across teams, positive attitude & strong communication skills