Financial Administrator

Business Unit / Division:
Tsebo Facilities Solutions

Job Type Classification:
Full Time

Location - Town / City:
Sandton

About Us:
Tsebo Facilities Solutions is looking for a Financial Administrator to provide professional financial and administrative support to the client contract nationally. The role is responsible for ensuring the accurate and timely processing of purchase orders, invoices, supplier documentation, reconciliations, and client billing requirements. The incumbent will liaise with suppliers, sites, and Head Office to maintain financial compliance, support operational continuity, and ensure audit readiness at all times. As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities:
Supplier Administration Liaise with existing and prospective suppliers regarding required documentation. Maintain accurate supplier records, credit applications, and information sheets. Complete supplier setup documentation and coordinate supplier onboarding with Procurement. Ensure copies of all relevant documentation are retained before submission to Head Office. File invoices, statements, and correspondence accurately for audit and operational purposes. Resolve supplier payment queries professionally and timeously. Financial Administration Verify that all supplier invoices are supported by the required documentation, including purchase orders, quotations, delivery notes, job cards, and goods received notes. Ensure invoices comply with applicable legislation and internal controls. Match invoices against purchase orders and goods received documentation for accuracy. Obtain required approvals in accordance with company policies and delegated authority limits. Process invoices within prescribed deadlines and submit them to Head Office Finance timeously. Capture invoices accurately on the relevant systems. Reconcile pass-through costs between Infor EAM and the General Ledger. Prepare client summaries and supporting schedules for invoicing purposes. Assist with monthly invoice preparation and payment administration. Reconciliations and Creditors Control Request monthly supplier statements. Perform supplier reconciliations and resolve outstanding items. Follow up on missing documentation from sites and suppliers. Ensure creditors are processed and paid according to agreed payment terms. Maintain effective communication with suppliers and internal stakeholders. Client Invoicing and Debtors Management Prepare and process client invoices for approval within agreed timelines. Ensure all relevant supporting documentation accompanies client invoices. Submit approved invoices to clients for processing. Monitor payment status and follow up on outstanding amounts. Update weekly debtors ageing reports and provide commentary on overdue balances. Maintain accurate filing of invoices, reconciliations, and supporting records. Purchase Order Administration Ensure purchase orders are raised for all services provided under the contract. Verify that purchase orders are supported by the required approval documentation. Coordinate with operational departments to confirm service delivery before processing. Monitor purchase order status through system reporting. Ensure compliance with limits of authority and procurement procedures. Report monthly on accruals resulting from incomplete purchase orders. Process purchase order cancellations in accordance with approved procedures. General Administration Respond to financial and commercial queries from all sites. Capture invoices and credit notes on the system while meeting productivity targets. Prepare payment proposals for 15, 30, 45 and 60-day payment cycles. Provide administrative support to various TFS departments. Reporting and Compliance Provide regular reports on supplier payments, invoicing matters, and site financial performance. Compile information required for monthly client reporting. Assist with compliance reviews, audits, and audit preparation activities. Ensure all records remain accurate, traceable, and audit-ready. SHEQ Responsibilities Comply with Tsebo's Safety, Health, Environmental and Quality (SHEQ) policies and procedures. Support ISO 9001, ISO 14001 and ISO 45001 requirements applicable to the role. Ad Hoc Duties Perform any reasonable duties requested by management.

Skills and Competencies:
MS Excel (Intermediate to Advanced) Microsoft Word Microsoft Outlook Microsoft PowerPoint Infor EAM V11 MyMarket Accounts administration and reconciliations Creditor and debtor management Purchase order administration Financial reporting Audit and compliance processes Document control and record management

Qualifications:
Qualifications Matric (Grade 12). Accounting or Bookkeeping Diploma advantageous. Experience 2 to 5 years' experience in accounts administration, creditors, or finance support. 1 to 2 years' facilities management industry experience advantageous.