Accounts and Office Administrator

Minimum Requirements

• Minimum of 4 years’ relevant experience in accounting, financial management and administration.
• Advanced proficiency in Pastel and MS Office, particularly Excel.
• Experience in management accounts, general ledger, journals, bank/debtor/creditor reconciliations and financial reporting.
• Knowledge of VAT, PAYE, UIF, income tax, provisional tax and other statutory returns.
• Experience in budgeting, cash flow forecasting, payroll, fixed assets, audits and financial compliance.
• Experience in procurement, supplier management, Purchase Orders, stock control and inventory allocation.
• Experience in banking administration, accounts payable, wage and subcontractor administration.
• Experience in plant, fleet, diesel, project and tender administration, including reporting and document control.
• Strong organisational, numerical, communication and problem-solving skills, with excellent attention to detail and the ability to meet deadlines.
• Ability to work independently, support management and coordinate with suppliers and construction site teams.
• Construction or residential construction experience would be advantageous.

Duties and Responsibilities:

Accounting & Financial Management

• Prepare monthly management accounts.
• Maintain the general ledger and accounting records.
• Process and review journals.
• Perform monthly reconciliations of bank accounts, debtors, creditors and control accounts.
• Prepare VAT, PAYE, UIF and other statutory returns.
• Prepare income tax and provisional tax calculations and assist with tax submissions.
• Prepare budgets, cash flow forecasts and management reports.
• Process payroll and ensure payroll compliance where required.
• Maintain the fixed asset register and depreciation schedules.
• Assist with annual audits and independent reviews.
• Review accounting records to ensure accuracy and compliance.
• Supervise and assist other staff where applicable.
• Ensure compliance with company policies, accounting standards and applicable legislation.
• Assist management with financial planning and decision-making.
• Perform any other accounting, financial or administrative duties reasonably assigned by management.
• Refer to the attached Schedule of Works.

Procurement & Purchase Order Administration

• Maintain accurate and up-to-date records on Pastel daily.
• Obtain supplier quotations for all requested materials and services.
• Verify quotations for correctness before submission for approval.
• Obtain approval from the Managing Director or delegated manager before issuing Purchase Orders (POs).
• Generate Purchase Orders on Pastel.
• Issue approved Purchase Orders to suppliers.
• Allocate every Purchase Order to the correct project, stand number and cost code, where applicable.
• Verify that the requested stand has not already been supplied by checking the Stock Allocation Register.
• Maintain accurate procurement records.
• Follow up continuously with suppliers to ensure on-time deliveries.
• Confirm delivery dates with suppliers and site management.
• Obtain signed delivery notes for every delivery.
• Match delivery notes against Purchase Orders.
• Capture received goods into Pastel.
• Resolve supplier discrepancies immediately.

Stock Control & Inventory Management

• Maintain accurate stock records in Pastel and Excel.
• Keep the Excel Stock Allocation Schedule 100% up to date before and after stock orders.
• Ensure correct stand numbers are obtained from the sites.
• Allocate all purchased materials to the correct project and stand.
• Ensure stock values are accurately reflected per project.
• Update Stock Allocation Sheets daily.
• Investigate duplicate allocations.
• Monitor stock movements and balances.
• Assist management with stock reporting.
• Ensure all stock purchases are fully traceable.

Plant & Equipment Administration

• Prepare plant status reports.
• Monitor equipment breakdowns.
• Record outstanding repairs.
• Follow up with mechanics.
• Monitor repair turnaround times.
• Record actions required.
• Ensure plant availability for projects.
• Maintain service records.
• Monitor maintenance schedules.
• Ensure all statutory requirements are up to date.

Fleet Administration

• Vehicle licensing.
• Service schedules.
• Repair history.
• Maintenance costs.
• Tyres and replacements.
• Vehicle inspections.
• Licence disc renewals.
• Fleet compliance.
• Daily logging of plant on the Tracker system for cross-reference during month-end claims.
• Prepare fleet reports for management.

Diesel Management

• Issue Purchase Orders for diesel purchases.
• Record diesel purchases.
• Allocate diesel to individual vehicles.
• Update the weekly and monthly Diesel Register.
• Prepare weekly diesel consumption reports.
• Submit diesel reports to management.
• Monitor unusual fuel consumption.

Banking Administration

• Capture daily banking transactions.
• Reconcile bank transactions.
• Match payments to supplier accounts.
• Assist with month-end reconciliations.
• Ensure financial records remain accurate.

Wages & Subcontractor Administration

• Receive wage submissions from sites by the 25th of each month.
• Verify wage claims.
• Match wages against completed milestones.
• Allocate wages to subcontractor milestone schedules.
• Update Stock Allocation Registers.
• Investigate missing milestone claims.
• Verify stand numbers claimed.
• Resolve discrepancies with site personnel.

Project Administration

• Attend all management meetings.
• Record project updates.
• Verify current stand allocations.
• Monitor project progress.
• Record outstanding site requirements.
• Update management action lists.
• Ensure stock requirements are communicated.
• Assist with project reporting.

Tender Administration

Assist management with (Training will be provided)

• Preparing tender documentation.
• Compiling pricing schedules.
• Providing administrative support during tender submissions.
• Document control.
• Submission of completed tenders.
• Maintaining tender registers.

General Office Administration

Provide general administrative support, including:

• Typing correspondence.
• Filing.
• Money collections.
• Keeping accurate records of monies due to the company.
• Document control.
• Preparing reports.
• Maintaining project files.
• Updating registers.
• Assisting management with ad hoc requests.
• Coordinating office administration and preparing requested documents as and when required.
• Maintaining accurate records.

Reporting

Prepare and distribute the following reports:

• Weekly Diesel Report.
• Weekly Plant Report.
• Procurement Report.
• Outstanding Purchase Order Report.
• Supplier Follow-up Report.
• Stock Allocation Report.
• Management Meeting Action List.
• Monthly Wage Allocation Report.
• Monthly management accounts and other financial reports as required.
• Budgets and cash flow forecasts as required.

Meetings

The successful candidate will attend:

• Tuesday Management Meeting (09:30–10:30), with all reports to be presented.
• Wednesday Plant & Fleet Meeting.
• Procurement meetings as required.
• Project meetings as required.

Closing Date:

Submissions for this vacancy will close on 16 October 2026.

PoPI Act Compliance:

Marvel Placement Consultants adheres to the Protection of Personal Information Act, 2013 (Act No. 4 of 2013). Section 9 of PoPI states that“Personal Information may only be processed if, given the purpose for which it is processed, it is adequate, relevant and not excessive.”

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