Key Responsibilities and Required Skills for Finance Administrator

🎯 Role Definition

This role requires a highly organized and meticulous Finance Administrator to join our dynamic finance team. In this pivotal role, you will be the backbone of our financial operations, ensuring the accuracy, efficiency, and integrity of our day-to-day accounting and administrative functions. You will handle a wide range of responsibilities, from processing transactions and reconciling accounts to assisting with financial reporting and compliance. This position is perfect for a proactive individual who thrives in a fast-paced environment and is passionate about contributing to the financial stability and success of an organization. You'll be a key player in ensuring our financial records are flawless and our processes run smoothly.

📈 Career Progression

Typical Career Path

Entry Point From:

Accounts Payable/Receivable Clerk
Junior Bookkeeper
Administrative Assistant (with finance duties)

Advancement To:

Senior Finance Administrator or Finance Officer
Staff Accountant or Assistant Accountant
Financial Analyst

Lateral Moves:

Payroll Administrator
Procurement Assistant

Core Responsibilities

Primary Functions

Manage the end-to-end accounts payable process, including receiving, coding, and processing a high volume of supplier invoices and credit notes.
Oversee the accounts receivable cycle, from generating and issuing customer invoices to actively chasing outstanding payments and managing debt collection.
Perform daily and monthly bank reconciliations for multiple company accounts, ensuring all transactions are accurately recorded and discrepancies are resolved promptly.
Process and reconcile company credit card statements and employee expense reports, ensuring compliance with company policies and timely reimbursement.
Maintain the general ledger, prepare journal entries, and assist with month-end and year-end closing procedures to ensure accurate financial statements.
Assist in the preparation of monthly management accounts, including Profit & Loss, Balance Sheet, and cash flow statements.
Manage petty cash transactions, maintaining accurate records and performing regular reconciliations.
Set up and maintain new supplier and customer accounts, ensuring all required documentation and credit checks are completed.
Act as a primary point of contact for internal and external stakeholders regarding financial queries, payments, and invoices.
Prepare and submit tax-related filings, such as VAT returns or sales tax reports, in an accurate and timely manner.
Maintain a highly organized system of physical and digital financial records, ensuring documentation is easily accessible for audits and reviews.
Verify the accuracy of financial data entered into the accounting system and make corrections as needed.
s- Monitor financial transactions to identify and prevent potential fraud or errors.
Support the Finance Manager in the preparation of annual budgets and financial forecasts by providing necessary data and analysis.
Handle the administration of company bank accounts, including monitoring balances and processing payments via various platforms.

Secondary Functions

Support the annual external audit process by preparing necessary schedules, providing documentation, and responding to auditor inquiries.
Contribute to the continuous improvement of financial processes and systems by identifying inefficiencies and recommending solutions.
Assist in the development and implementation of new financial policies and procedures to enhance internal controls.
Generate ad-hoc financial reports and analyses as requested by management to support strategic decision-making.
Provide administrative support to the broader finance team, including scheduling meetings, preparing materials, and handling correspondence.

Required Skills & Competencies

Hard Skills (Technical)

Accounting Software Proficiency: Hands-on experience with accounting systems such as QuickBooks, Xero, Sage, SAP, or NetSuite.
Advanced Excel Skills: Mastery of Excel, including VLOOKUPs, pivot tables, SUMIFs, and complex formulas for data analysis and reporting.
Accounts Payable & Receivable (AP/AR): Deep understanding of the full AP/AR cycles, from invoice processing to collections.
Bank Reconciliation: Proven ability to accurately reconcile multiple bank and credit card accounts.
Bookkeeping Principles: Solid knowledge of fundamental bookkeeping and accounting principles (e.g., debits/credits, GAAP).
Financial Reporting: Experience assisting with the preparation of basic financial statements (P&L, Balance Sheet).
Data Entry Accuracy: High level of speed and accuracy in numerical and financial data entry.

Soft Skills

Exceptional Attention to Detail: A meticulous nature to ensure the accuracy of financial records and catch discrepancies.
Strong Organizational & Time Management Skills: Ability to prioritize a high-volume workload, manage multiple tasks simultaneously, and meet strict deadlines.
Effective Communication: Clear and professional written and verbal communication skills for liaising with colleagues, clients, and suppliers.
Problem-Solving Ability: A proactive approach to identifying, investigating, and resolving financial discrepancies and issues.
Integrity and Discretion: Unquestionable personal integrity and the ability to handle confidential financial information with discretion.
Team-Oriented Mindset: A collaborative spirit with a willingness to support the team and contribute to shared goals.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent, supplemented by relevant coursework or certifications in bookkeeping or accounting.

Preferred Education:

Associate's or Bachelor's degree in a relevant field.

Relevant Fields of Study:

Accounting
Finance
Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in a finance administration, accounts assistant, or bookkeeping role.

Preferred:

Experience working within a busy finance department, demonstrating a clear understanding of the pressures and deadlines involved. Proven track record of managing both accounts payable and receivable functions.