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 & accounting
• Administration & office/facilities management
• Customer operations & billing
• Executive assistance to the CEO

Your job is to create order, reliability, and visibility so that our engineers, product, and delivery teams can 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 platform, VectorMind, is an affordable, easy-to-integrate GenAI 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) and maintain an 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, and reconcile against invoices.
• Maintain petty cash and expense reimbursement systems.

Month-End & Reconciliation

• Ensure that bookkeepers execute month-end close procedures; reconcile all bank accounts, credit cards, and loan accounts.
• Ensure that bookkeepers prepare monthly management accounts: P&L, balance sheet, and cash flow statement.
• Ensure that bookkeepers reconcile control accounts (debtors, creditors, payroll) and resolve discrepancies.
• Ensure that bookkeepers prepare accurate VAT/tax calculations and prepare returns.

Budgeting, Forecasting & Cashflow

• Ensure that finance team 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.
• Support CFO to build scenario models for strategic planning (hiring plans, capex, customer growth).

Financial Reporting & Analysis

• Ensure that bookkeepers prepare monthly financial reports for executive leadership: summary P&L, cash flow, 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, and 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, including tax filings, CIPC returns, and 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 Documentation & Commercial Governance

• Govern customer documentation: contracts, SOWs, proposals, and licence agreements
• Ensure CRM and SharePoint are the single source of truth for customer and contract data
• Run regular accuracy/completeness audits and coordinate with Sales, Delivery, and Account Managers.

3) Billing, Invoicing & Debtors Management

• Own the billing lifecycle for services and licence fees; ensure accurate, timely invoices (start/end dates, terms, status).
• Generate and issue invoices in accordance with billing schedules; follow up on billing queries.
• Align with finance on reconciliation and run-rate forecasting.
• Track debtors (payments, late payments, non-payment); implement collections processes where needed.
• Maintain billing metrics & accountability; keep the sales pipeline up to date and aligned with delivery.
• Issue credit notes and handle billing disputes or adjustments.

4) Office, Facilities & Operations 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, and workspace setup.
• Plan logistics for team events, travel, off-sites, and internal workshops.
• Promote a positive, organised, and productive work environment.

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 and track performance metrics (timelines, quality, CSAT) and resource allocation per customer.
• Maintain standardised dashboards/templates for reporting (finance, delivery, engagement).

6) Cost Forecasting & Reconciliation (Cadence)

• Prepare Development Cost Forecasts by the 15th of every month.
• Deliver Final Cost Reconciliation three working days before the month-end.

7) Administrative Enforcement, Systems & Payroll

• Enforce consistent time logging and task updates across delivery teams.
• Implement and maintain financial systems and controls (approvals, authorisation limits, expense policies).
• Coordinate payroll administration with external payroll provider; verify hours, deductions, and payments.
• Keep internal wikis, checklists, and policy documents up to date and accessible.

8) Executive Assistance & General Admin

Executive Assistance

• Provide high-level administrative support to the CEO, including calendar management and correspondence handling.
• Coordinate travel arrangements and manage event logistics (internal and external).
• Handle confidential information with discretion and professionalism.

General Admin & Team Support

• Calendar support, meeting logistics, minutes, and follow-ups for key internal and external meetings.
• Manage the inbound info@ mailbox and route queries appropriately.
• Coordinate travel & expenses, ensure policy adherence, and support light HR admin for onboarding/offboarding packs.
• Manage company registrations, licences, and statutory compliance (CIPC, SARS, UIF, etc.).
• Coordinate corporate governance requirements, including board meeting packs, resolutions, and minute books.

Problem-Solving & Ad Hoc Duties

• Handle unexpected challenges such as equipment breakdowns, technical issues, or conflicting priorities.
• Ensure the office remains functional during disruptions by swiftly and effectively addressing issues.

What you bring

• 2–10 years of experience in Finance, Operations, or RevOps roles (startup or high-growth environment advantageous).
• Strong command of Excel (or Google Sheets) for financial modelling and reporting.
• Hands-on experience with Xero (or similar accounting system).
• Experience working with CRM systems and SharePoint (or similar document management tools).
• Demonstrated vendor and facilities management experience (cleaning, supplies, landlord/building liaison).
• Experience coordinating with auditors and managing statutory compliance (SARS, CIPC, etc.).
• SAIPA / SAICA / CIMA or completed articles preferred but not required.
• High ownership mindset: detail-obsessed, structured, and calm under shifting priorities.
• Strong written and verbal communication skills, comfortable interfacing with executives, vendors, and clients.

Non Negotiable Requirements :

• Work in person from our office in Hazelwood Pretoria
• Degree completed from major university (not BCom spongebob from University of Bikini bottom)
• Hardworking and Committed

How to apply

Apply with your CV on our website:

https://cohesionx.co.za/careers/admin-and-finance-manager/

We will ignore all applicants who do not use the link above.