Admin & Finance Manager
Location : Pretoria (Hazelwood), South Africa
Type : Full-time
Why this role exists
We're a high-energy AI startup with a culture of excellence. We move fast, we sweat the details, and we're looking for an exceptional operator who will immerse themselves in the business. This role is ideal for a perfectionist problem-solver who thrives in a fast-paced environment where no two days are the same. You'll sit at the intersection of finance, administration, office / facilities management, and customer operations—enabling our engineers and delivery teams to integrate cutting-edge generative AI into client ecosystems reliably, compliantly, and at pace.
About CohesionX & VectorMind
CohesionX builds secure, enterprise-grade AI platforms that seamlessly blend into existing workflows, turning intelligence into an invisible force multiplier across operations. Our flagship, VectorMind, is an affordable, easy-to-integrate Gen-AI platform that gives employees access to top global AI capabilities without exposing IP or sensitive data. VectorMind emphasises localised, closed-loop AI, containerised for consistent deployment and supporting South Africa's 11 official languages.
What you'll own
1) Full Finance & Accounting Operations
Daily Financial Management :
- Record all financial transactions in Xero (or equivalent); maintain accurate general ledger
- Process accounts payable : collect invoices and receipts from vendors, team, and service providers; verify against purchase orders and agreements
- Request payments ; manage payment runs and supplier payment schedules
- Process accounts receivable : track customer payments, apply receipts, reconcile against invoices
- Maintain petty cash and expense reimbursement systems
Month-End & Reconciliation :
Execute month-end close procedures; reconcile all bank accounts, credit cards, and loan accountsPrepare monthly management accounts : P&L, balance sheet, cashflow statementReconcile control accounts (debtors, creditors, payroll) and resolve discrepanciesEnsure accurate VAT / tax calculations and prepare returnsBudgeting, Forecasting & Cashflow :
Maintain rolling 12-month budgets and update quarterly with actuals vs. budget variance analysisProduce weekly cashflow forecasts (4-week rolling view) to ensure liquidity and flag shortfalls earlyDevelop annual budgets in collaboration with leadership; track departmental spend against budgetBuild scenario models for strategic planning (hiring plans, capex, customer growth)Financial Reporting & Analysis :
Prepare monthly financial reports for executive leadership : summary P&L, cashflow, KPIs, commentaryProduce customer profitability analysis (actual costs vs. revenue per customer)Track and report on key financial metrics : gross margin, burn rate, runway, DSO, DPO, working capitalProvide ad hoc financial analysis for strategic decisions (pricing, investment, cost reduction)Audit & Compliance :
Coordinate with external auditors and tax advisors; prepare audit files, schedules, and supporting documentationEnsure compliance with statutory requirements : tax filings, CIPC returns, B-BBEE complianceMaintain financial controls and segregation of duties; document policies and proceduresManage insurance policies (professional indemnity, business, cyber) and annual renewalsAsset & Fixed Asset Management :
Maintain fixed asset register ; record acquisitions, disposals, and depreciation schedulesCoordinate stocktakes and asset verification auditsTrack IT equipment lifecycle ; manage procurement and disposal2) Customer-Specific – Documentation Management
Govern customer docs : contracts, SOWs, proposals, licence agreementsEnsure CRM + SharePoint are the single source of truthRun regular accuracy / completeness audits and coordinate with Sales, Delivery, and AMs3) Billing & Invoicing Oversight
Own the billing lifecycle for services & licence fees; ensure accurate, timely invoices (start / end dates, terms, status)Generate and issue invoices according to billing schedules ; follow up on any billing queriesAlign with finance on reconciliation & run-rate forecastingTrack debtors (payments, late payments, non-payment); implement collections processesMaintain billing metrics & accountability ; keep an up-to-date sales pipeline aligned to deliveryIssue credit notes and handle billing disputes or adjustments4) Office & Facilities Management
Manage day-to-day office operations : cleaning services, hygiene, kitchen / coffee, office supplies and consumables, couriers, reception / visitor managementLiaise with landlord / building management on access control, parking, safety, utilities, maintenance / repairs, and space planningProcure and manage vendors (cleaning, security, IT support, printers, catering); negotiate SLAs and track performanceOversee H&S compliance, asset registers, and equipment lifecycle (laptops / peripherals); coordinate moves / desk allocationsPlan logistics for team events, travel, and offsites5) Cross-Functional Alignment & Workflow Management
Drive collaboration across Customer Success, Delivery, and DevelopmentStandardise customer-specific development workflows : intake → task tracking → review → testing → deploymentImplement performance metrics (timeline, quality, CSAT) and track resource allocation per customer6) Cost Forecasting & Reconciliation (Cadence)
Development Cost Forecast due by the 15th of every monthFinal Cost Reconciliation is due three working days before the month-end7) Administrative Enforcement & Systems
Enforce consistent time logging and task updates across delivery teamsMaintain standardised dashboards / templates for reporting (finance, delivery, engagement)Implement and maintain financial systems and controls (approvals, authorisation limits, expense policies)Coordinate payroll administration with external payroll provider; verify hours, deductions, and payments8) General Admin & Team Support
Calendar support, meeting logistics, minutes, and follow-ups ; manage inbound info@ mailbox routingTravel & expense coordination , policy adherence, and light HR admin for onboarding / offboarding packsKeep internal wikis, checklists, and policy docs currentManage company registrations, licences, and statutory compliance (CIPC, SARS, UIF, etc.)Coordinate corporate governance requirements : board meeting packs, resolutions, minute booksQualifications
2–10 years in Finance / Operations / RevOpsStrong command of Excel for financial modelling and reportingExperience with CRM + SharePointDemonstrated vendor / facilities management (cleaning, supplies, landlord / building liaison)Experience coordinating with auditors and managing statutory complianceSAIPA / SAICA / CIMA or articles preferred but not requiredHigh-ownership, detail-obsessed , and calm under shifting prioritiesSalary Range
Between R20 000 per month and R36 000 per month
How to apply
Apply with your CV on our website.
We will ignore all applicants who do not apply using the above link
Equal opportunity
We celebrate diversity and strive for an inclusive, high-performance culture.
Address : 1st Floor | Die Klubhuis | c / o 18th Str & Pinaster Ave | Hazelwood | Pretoria
#J-18808-Ljbffr
