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Finance Administrator – Luxury Travel Brand – Paardeneiland, Cape Town
Our client, a luxury travel brand, is looking for a Finance Administrator to join their cruise division. The Cruise Division handles bookings that originate from direct relationships with various cruise agents worldwide. For cruise business the division manages the entire booking process from sending out proposals, to making the reservations to looking after the clients when in country to customer service after travel.
Bookkeeping qualification would be preferable.
Previous cash, creditors, debtors and accounting packages experience will be an advantage.
Intermediate accounting skills are required.
Accounting systems exposure
Previous experience day to day management of Facilities/Projects/Contractors will be advantage.
Computer Literacy: Excel (Intermediate), Word, E-Mail, Sun and Travel Studio.
Good English communication verbal and written.
Ensure that all monthly accounts are received and processed for payment.
Reconciling of supplier accounts to monthly statement.
Filing and administrative duties.
Travel Studio & Operations Finance
Purchase on-line tickets as per agreed process, manage refunds and allocate used tickets to Travel Studio on completion of daily movement schedule sheets.
Request funds and process Debit Cards for Port Operation Specialists.
Allocate debit card transactions in Travel Studio and reconcile once it is checked and approved by Operations consultant.
Process cash disbursements for guides and Port Operation Specialists as required and reconcile once expenses are checked and approved by POS / Consultant.
Process guide invoices, load in Travel Studio, close vouchers in Travel Studio, run PAYE and load in SUN.
Send payment remittances to guides and manage guide payment queries.
Assist with supplier invoice queries.
Update revenue forecast services lines in Travel Studio based on final sign off sheets received from consultants and Port Operations Specialists.
Prepare pro forma invoices for pre-payments (overlands, pre/posts).
Process Agent Invoices in Travel Studio based on final sign off sheets (hotel stays, shorex).
Monitor incoming funds once invoiced.
Ensure that outstanding payments have been collected as per Cruise Line Contract terms and conditions.
Liaise with Operations on outstanding sign off sheets and outstanding agent invoices.
For all local sales, collect cash, banked and reconciled to invoice.
Ensure adequate supplies are on hand for the month ahead, do the monthly shopping and monitor consumables.
Answer the phone and receive visitors, send and receive packages, take messages, organise the recycling, manage Metro file, collect post and arrange for the purchase of office stationary when required.
Ensure Office maintenance is done.
Banking with support from Johannesburg Finance.
Liaise with the Landlord when necessary.
Manage the Office Cleaner.
Manage purchase orders where necessary.
Manage office cost budget, includes sign offs, etc.
Support IT infrastructure under the guidance of the IT Division in Johannesburg.
Organise Staff functions and events.
Order uniforms as necessary and organise the business stationary as needed, e.g., business cards etc.
Assist with meeting room prep for visitors / meetings as required.
Maintain good supplier and guide relationships.
Close relationship with Cape Town Management Team and all office staff.
Close co-operation with Johannesburg staff, particular in support services, e.g., Finance, TS and General Manager – Johannesburg.
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