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Main Function of the Role

The Admin Controller plays a critical role in supporting the financial integrity of the business by managing daily bank and cash reconciliations, as well as overseeing the debtor accounts process. This position ensures accurate financial data recording, compliance with internal controls, and timely collection of outstanding receivables. The role contributes to the organization’s overall financial accuracy, accountability, and operational efficiency by ensuring all reconciliation and debtor activities are completed in line with company policies and deadlines.

Key Performance Areas

Cash and Bank Reconciliations

• Perform daily bank and cash-up reconciliations across all sites/outlets.
• Investigate and resolve any discrepancies between POS reports, bank statements, and physical cash.
• Ensure all supporting documentation is accurate, complete, and filed accordingly.
• Liaise with internal teams to address errors or delays in reconciliation data.
• Generate timely daily, weekly, and monthly reconciliation reports.
• Execute all requests from Management, as and when required.

Debtors Management

• Process new debtor account applications, ensuring all required documentation is received and verified.
• Maintain an up-to-date debtor ledger and ensure all transactions are accurately recorded.
• Monitor outstanding accounts and follow up proactively via email and phone.
• Send monthly statements and handle debtor queries professionally and promptly.
• Escalate delinquent accounts for further action according to company policy.

Compliance & Audit Readiness

• Ensure 100% documentation compliance to meet audit standards and support operational transparency.
• Maintain proper filing and record-keeping systems for all financial and debtor-related documents.
• Support management and auditors with any requested reports or supporting documentation.

Reporting and Performance Targets

• Complete daily reconciliations 100% by end-of-day (EOD).
• Achieve reconciliation accuracy of ≥ 99%.
• Resolve all discrepancies within 48 hours.
• Submit daily reports by 10 AM on the next business day.
• Process new debtor accounts within 48 hours of receiving complete information.
• Follow up on all outstanding debtor accounts every 7 days until resolved.
• Maintain aged debtors over 30 days at less than 10% of the total debtor book.
• Issue all monthly statements by the 3rd working day of each month.
• Maintain 100% documentation compliance for audit readiness.

 

Qualifications and Experience

• Grade 12 with a minimum of 23 points.
• Minimum 2–3 years’ experience in financial administration, preferably in cash and debtor’s functions.
• Strong knowledge of reconciliation processes and credit control procedures.
• Proficiency in Excel and accounting systems like IQ Retail or equivalent.
• Experience working in a finance or administration department handling cash flow and debtor management activities.

 

Skills and Attributes

• Excellent communication and negotiation skills for debtor follow-ups.
• High attention to detail and ability to work under pressure with tight deadlines.
• Strong organizational and documentation skills.
• Proficient in Microsoft Excel and accounting software.
• Analytical and problem-solving mindset with the ability to identify and resolve discrepancies efficiently.
• Strong sense of accountability, reliability, and integrity.
• Ability to work independently and collaborate effectively with internal teams.
• Commitment to maintaining accuracy and compliance in all financial processes.

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