Phoenix Marine Manufacturing is seeking a highly organized and detail-oriented Finance Administrator to support the digitization of financial records and the transition from physical files to a secure electronic document management system. The successful candidate will ensure that all critical accounting and financial documents are accurately scanned, indexed, stored, and maintained in accordance with company policies and regulatory requirements.
Some of the responsibilities include but are not limited to:
Document Scanning and Indexing
- Digitize hard-copy financial documents, including supplier invoices, receipts, reimbursement claims, goods receiving notes (GRNs), and other supporting documentation.
- Ensure scanned documents are clear, complete, and of high quality.
- Accurately categorize and save documents within the designated electronic filing structure.
Data Verification
- Verify that scanned documents correspond with records in internal financial systems.
- Match supporting documents, such as Goods Receiving Notes (GRNs), to supplier invoices before archiving.
- Identify and escalate any discrepancies or missing documentation.
File Organization
- Maintain an organized digital and physical filing system to support efficient document retrieval.
- Sort and review existing physical files, identifying records that require scanning and those eligible for disposal in line with retention policies.
- Assist with audit requests by locating and providing supporting documentation when required.
Document Destruction
- Safely dispose of outdated physical financial records in accordance with company procedures and record-retention requirements.
- Ensure confidential documents are securely shredded and destroyed.
Compliance and Confidentiality
- Handle sensitive financial information with the highest level of confidentiality.
- Ensure compliance with company policies, financial regulations, and document-retention requirements.
- Maintain data integrity and security throughout the digitization process.
Requirements and Qualifications
Education
- Grade 12 / Matric (essential).
Experience
- Previous experience in a finance, accounts, or administrative role.
- Experience with document management, filing systems, or records administration will be advantageous.
Skills and Competencies
- Strong attention to detail and accuracy.
- Excellent organizational and filing skills.
- Ability to maintain confidentiality and handle sensitive information.
- Good project management and coordination skills.
- Effective time-management skills with the ability to meet deadlines.
- Proficiency in Microsoft Office, particularly Excel and Outlook.
- Ability to work independently and manage large volumes of documentation.
Location: Atlantis, Cape Town
- Position available immediately, remuneration market related and relative to experience.
- Candidates must already reside in Cape Town, relocation not on offer for this position.
- Should you not hear from us within 14 days of your application please consider your application as unsuccessful,
Job Type: Full-time
Ability to commute/relocate:
- Atlantis, Western Cape: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- What is your expected monthly salary for this role should you be successful?
- What would your notice period be?
- What is the reason you are looking for other work opportunities?
- The role is based in Atlantis, and the working hours are 07h30 – 16h30 are you comfortable to make the commute?
- Are you a South African citizen?
- Do you have a criminal record?
- If successful, reference and criminal checks will be done, do you have any concerns?
- Are you under debt review or have any defaulted accounts?
- Have you ever been dismissed from a role - if yes please elaborate?
Education:
- High School (matric) (Required)
Experience:
- Accounting: 2 years (Required)
- Finance: 2 years (Required)
- Administrative: 2 years (Required)
Work Location: In person
