Finance & Logistics Administrator

Key Responsibilities
Transactional Processing

• Capture supplier invoices and expense claims.
• Record day-to-day financial transactions in the accounting system.
• Assist with customer invoicing and receipt allocation.

Accounts Support

• Process Accounts Payable, including supplier statement reconciliations and invoice matching.
• Assist with Accounts Receivable by allocating payments and raising invoices.
• Identify and escalate discrepancies for review.

Bank & Cash Administration

• Assist with bank reconciliations.
• Prepare supporting schedules for review by senior finance personnel.
• Maintain petty cash records where applicable.

Finance Administration

• Maintain accurate filing of financial documentation.
• Ensure complete audit trails are maintained.
• Assist with month-end preparation by providing reports and reconciliations.
• Ensure all documentation is accurate, complete, and compliant.
• Provide administrative support for supplier and customer finance processes, including:
  • Invoice processing
  • Payment allocations
  • Record keeping
  • Escalation of finance queries where necessary
• Gather and submit compliance documentation to internal and external stakeholders.
• Assist in preparing routine financial reports, including:
  • Cash flow reports
  • Revenue reports
  • Debtors reports

Compliance Support

• Follow established finance procedures and deadlines.
• Support internal and external audits by supplying required documentation.
• Escalate issues requiring interpretation of policies or regulations.

Logistics Support

• Assist with picking, packing, dispatching, and updating warehouse systems.
• Coordinate local and international courier and freight shipments.
• Maintain shipment documentation and records.
• Follow up and resolve customer parts order queries.
• Prepare quotations for spare parts.
• Convert approved quotations into sales orders.
• Process invoices and arrange dispatch.
• Communicate shipment updates to customers and internal stakeholders.
• Obtain logistics quotations for parts and shipping costs.
• Receive and allocate stock physically and electronically.
• Assist with purchasing activities including sourcing, procurement, collection, and receiving of parts.
• Ensure all logistics documentation and system records are accurately maintained.
• Escalate parts backorders requiring sourcing or procurement.
• Escalate logistics issues to the Logistics Coordinator.
• Participate in scheduled stock takes.

General Administration

• Perform additional finance and administrative duties as required.

Problem Solving

• Contribute to discussions around problem-solving.
• Consider alternative solutions.
• Assess the impact of issues across different business areas.

General Responsibilities

• Comply with all company policies, procedures, Environmental Health & Safety requirements, ethics, and codes of conduct.
• Remain informed of company policies and procedural changes.
• Maintain attendance in accordance with operational requirements.
• Report absences immediately to the direct manager.
• Submit leave requests within required timeframes.

Minimum Requirements

Education

• Diploma in Accounting or a related qualification.
• Relevant experience may be considered in lieu of formal qualifications.

Experience

• 2–3 years' experience in a finance or administrative role.
• 2–3 years' experience within a warehouse or stores environment.
• Knowledge of warehouse processes and inventory administration.
• Experience working with mechanical or technical spare parts is advantageous.
• Proficient in Microsoft Office, particularly:
  • Excel
  • Word
  • Outlook
  • PowerPoint
• Experience using accounting systems.

Working Conditions

• Office and warehouse-based role.
• Handling of technical and mechanical spare parts.
• Use of warehouse equipment including pallet jacks, trolleys, scales, and packaging equipment.
• Ability to lift and move items up to 20kg.
• Required to wear appropriate Personal Protective Equipment (PPE) when working in the warehouse.
• Overtime and standby work may be required.
• Travel may be required using appropriate modes of transport.

Work Environment

• Read and interpret financial information.
• Analyse problems and recommend practical solutions.
• Learn and apply new procedures.
• Manage multiple tasks while working under pressure.
• Meet daily, weekly, and monthly reporting deadlines.
• Work effectively despite interruptions.
• Maintain accuracy under pressure.
• Demonstrate a basic understanding of financial legislation and compliance requirements.
• Work comfortably within a mechanical spare parts environment.

Legal Requirements

• Valid passport.
• Clear criminal record.
• Clear credit record.

Personal Attributes

• Strong interpersonal and relationship-building skills.
• Team-oriented with a collaborative approach.
• Effective verbal and written communication skills.
• Strong numerical and analytical ability.
• Excellent attention to detail.
• Sound understanding of basic accounting principles.
• Ability to investigate and resolve routine finance queries.
• Commercial awareness and understanding of how finance supports business operations.
• Willingness to learn and continuously improve.

Competencies

Business Awareness

• Understands how individual responsibilities contribute to overall business objectives.
• Develops knowledge of internal processes and stakeholder relationships.

Collaboration & Communication

• Builds positive working relationships.
• Shares information effectively.
• Welcomes feedback and supports teamwork.

Customer Focus

• Delivers professional and timely service to internal and external customers.
• Takes ownership of assigned responsibilities.
• Escalates issues appropriately.

Adaptability & Continuous Improvement

• Embraces change and learning opportunities.
• Seeks ways to improve efficiency and service delivery.

Teamwork

• Works independently while contributing effectively within a team environment.
• Supports colleagues and shared objectives.

Planning & Delivery

• Organises workload effectively.
• Delivers accurate work within deadlines.
• Adjusts priorities as business needs change.

Operational Support

• Assists with routine reviews, audits, reconciliations, and data validation.
• Identifies and escalates discrepancies promptly.

Professionalism & Accountability

• Demonstrates integrity, reliability, and accountability.
• Maintains a professional attitude and high standard of work.
• Takes ownership of responsibilities and delivers quality results.