Admin & Finance Manager — Pretoria (On-Site)

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, sweat the details, and seek an exceptional operator to immerse themselves in the business. 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 generative‑AI platform that offers global AI capabilities without exposing IP or sensitive data. VectorMind emphasizes 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 transactions in Xero (or equivalent), maintain accurate general ledger. Accounts payable: collect invoices, verify against purchase orders, manage payment runs and supplier schedules. Accounts receivable: track customer payments, reconcile invoices, maintain petty cash and expense reimbursement systems. Month‑end & reconciliation: execute close procedures, reconcile bank & credit‑card accounts, prepare monthly P&L, balance sheet and cash‑flow statements. Budgeting, forecasting & cash‑flow: maintain rolling 12‑month budgets, produce weekly cash‑flow forecasts, build scenario models for strategic planning. Financial reporting & analysis: prepare monthly reports for executive leadership, customer profitability analysis, track key metrics (gross margin, burn rate, runway, DSO, DPO, working capital) and provide ad‑hoc financial analysis. Audit & compliance: coordinate auditors & tax advisors, prepare audit files, ensure statutory compliance (tax filings, CIPC returns, B‑BBEE) and manage insurance policies. Asset & fixed‑asset management: maintain register, record disposals, coordinate stocktakes and IT equipment lifecycle. 2) Customer‑Specific – Documentation Management Govern customer docs: contracts, SOWs, proposals, licence agreements. Ensure CRM + SharePoint are the single source of truth and run regular accuracy audits. 3) Billing & Invoicing Oversight Own billing lifecycle for services & licence fees, generate invoices, follow up on queries, reconcile collections. Track debtors, implement collections processes and maintain billing metrics. 4) Office & Facilities Management Manage office operations: cleaning, hygiene, supplies, couriers, reception. Liaise with landlord on access control, utilities, maintenance, space planning. Procure vendors, negotiate SLAs, track performance and oversee H&S compliance. 5) Cross‑Functional Alignment & Workflow Management Drive collaboration across Customer Success, Delivery, and Development. Standardise development workflows, implement performance metrics and track resource allocation. 6) Cost Forecasting & Reconciliation Development Cost Forecast due by the 15th of every month. Final Cost Reconciliation due three working days before month‑end. 7) Administrative Enforcement & Systems Enforce consistent time logging and task updates across delivery teams. Maintain dashboards, implement financial system controls, coordinate payroll administration. 8) General Admin & Team Support Calendar support, meeting logistics, travel & expense coordination, light HR admin. Maintain internal wikis, policy docs, company registrations, licences and statutory compliance. Coordinate corporate governance requirements: board meeting packs, resolutions, minute books. Qualifications 2–10 years in Finance / Operations / RevOps. Strong command of Excel for financial modelling and reporting. Experience with CRM + SharePoint. Vendor / facilities management experience. Experience coordinating with auditors and managing statutory compliance. SAIPA / SAICA / CIMA or articles preferred but not required. High‑ownership, detail‑obsessed, calm under shifting priorities. Salary Range Between R ___ 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