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, 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 accounts Prepare monthly management accounts : P&L, balance sheet, cashflow statement Reconcile control accounts (debtors, creditors, payroll) and resolve discrepancies Ensure accurate VAT/tax calculations and prepare returns Budgeting, Forecasting & Cashflow: Maintain rolling 12-month budgets and update quarterly with actuals vs. budget variance analysis Produce weekly cashflow forecasts (4-week rolling view) to ensure liquidity and flag shortfalls early Develop annual budgets in collaboration with leadership; track departmental spend against budget Build 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, commentary Produce customer profitability analysis (actual costs vs. revenue per customer) Track and report on key financial metrics : gross margin, burn rate, runway, DSO, DPO, working capital Provide 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 documentation Ensure compliance with statutory requirements : tax filings, CIPC returns, B-BBEE compliance Maintain financial controls and segregation of duties; document policies and procedures Manage insurance policies (professional indemnity, business, cyber) and annual renewals Asset & Fixed Asset Management: Maintain fixed asset register ; record acquisitions, disposals, and depreciation schedules Coordinate stocktakes and asset verification audits Track IT equipment lifecycle ; manage procurement and disposal 2) Customer-Specific – Documentation Management Govern customer docs: contracts, SOWs, proposals, licence agreements Ensure CRM + SharePoint are the single source of truth Run regular accuracy/completeness audits and coordinate with Sales, Delivery, and AMs 3) 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 queries Align with finance on reconciliation & run-rate forecasting Track debtors (payments, late payments, non-payment); implement collections processes Maintain billing metrics & accountability ; keep an up-to-date sales pipeline aligned to delivery Issue credit notes and handle billing disputes or adjustments 4) Office & Facilities Management Manage day-to-day office operations : cleaning services, hygiene, kitchen/coffee, office supplies and consumables, couriers, reception/visitor management Liaise with landlord/building management on access control, parking, safety, utilities, maintenance/repairs, and space planning Procure and manage vendors (cleaning, security, IT support, printers, catering); negotiate SLAs and track performance Oversee H&S compliance, asset registers, and equipment lifecycle (laptops/peripherals); coordinate moves/desk allocations Plan logistics for team events, travel, and offsites 5) Cross-Functional Alignment & Workflow Management Drive collaboration across Customer Success, Delivery, and Development Standardise customer-specific development workflows : intake → task tracking → review → testing → deployment Implement performance metrics (timeline, quality, CSAT) and track resource allocation per customer 6) Cost Forecasting & Reconciliation (Cadence) Development Cost Forecast due by the 15th of every month Final Cost Reconciliation is due three working days before the month-end 7) Administrative Enforcement & Systems Enforce consistent time logging and task updates across delivery teams Maintain 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 payments 8) General Admin & Team Support Calendar support, meeting logistics, minutes, and follow-ups ; manage inbound info@ mailbox routing Travel & expense coordination , policy adherence, and light HR admin for onboarding/offboarding packs Keep internal wikis, checklists, and policy docs current Manage company registrations, licences, and statutory compliance (CIPC, SARS, UIF, etc.) 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 Demonstrated vendor/facilities management (cleaning, supplies, landlord/building liaison) Experience coordinating with auditors and managing statutory compliance SAIPA/SAICA/CIMA or articles preferred but not required High-ownership, detail-obsessed , and calm under shifting priorities Salary 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