Lodge Finance Administrator

Lodge Finance Administrator

Reporting To: Lodge General Manager

Purpose of the Role

The Lodge Finance Administrator is responsible for managing the financial and administrative office for the lodge in line with the company’s Standards of Excellence and standard operating procedures.

The role supports the finance department by assisting with transaction processing, financial reporting, budget capturing, audit preparation, compliance with tax legislation, and the overall financial administration of the lodge.

Key Responsibilities

Finance Administration and Reporting

• Prepare month-end worksheets and key operating expense reports on a monthly basis.

• Check all supplier invoices with strong attention to detail and consistency.

• Review the final General Ledger and report any inaccuracies to the Financial Controller.

• Assist with budgeting and cash flow forecasting.

• Prepare budget versus actual analysis.

• Work with year-to-date actual versus budget figures.

• Provide Head Office with explanations for monthly variances.

• Prepare accurate forecast expenditure reports.

• Supervise the preparation of daily, monthly, quarterly, and annual financial performance reports.

• Conduct expense analysis and investigate financial variances.

• Implement controls to reduce financial risks and prevent recurring variances.

Budget and Cost Control

• Monitor lodge expenditure and ensure spending remains within approved budgets.

• Summarise weekly expenditure.

• Hold finance meetings with the HOD team and General Manager to discuss expenditure.

• Coordinate CAPEX expenditure.

• Ensure CAPEX requests and Owners Discretionary Forms are completed correctly and submitted to Head Office.

• Assist with cost-saving initiatives and financial control across departments.

Supplier, Revenue and Cash Management

• Manage petty cash and foreign exchange floats on a weekly basis.

• Ensure all receipts are collected, processed, and allocated to the correct expense line.

• Check that all revenue is recorded and collected from relevant parties, including guests, staff, and travel agents.

• Complete revenue and occupancy spreadsheets.

• Maintain strong relationships with suppliers, agents, government institutions, and other business stakeholders.

• Assist with supplier queries, reconciliations, and administrative follow-ups.

Audits, Compliance and Risk Management

• Assist with internal and external audits.

• Respond to audit and administrative enquiries.

• Ensure compliance with local tax legislation.

• Assist with Corporate Income Tax, VAT, and PAYE submissions and calculations.

• Support fraud risk management processes.

• Maintain accurate records for audit and compliance purposes.

• Ensure finance processes follow company policies and procedures.

Month-End and Administrative Duties

• Assist with month-end processes.

• Prepare month-end GP reports, gratuities, and related finance schedules.

• Coordinate HOD month-end reports for Head Office.

• Arrange and assist with monthly finance meetings.

• Maintain accurate filing, documentation, and financial administration records.

• Support the Lodge General Manager and Financial Controller with finance-related tasks.

Skills and Experience Required

• Financial or Hospitality qualification.

• Minimum 4–5 years’ experience in a similar role.

• No history of a criminal record.

• Good understanding of general accounting principles.

• Sound knowledge of finance processes and procedures.

• Experience with procurement systems.

• Prior experience implementing financial management or procurement systems will be advantageous.

• Project management skills will be advantageous.

• Knowledge of inventory management will be beneficial.

• High level of computer literacy.

• Working knowledge of Property Management Systems.

• Strong understanding of Corporate Income Tax, VAT, and PAYE regulations, submissions, and calculations.

• Strong analytical and strategic thinking skills.

• Ability to interpret data, identify trends, and make informed recommendations.

• Strong written and verbal communication skills in English.

• Accurate work ethic with strong attention to detail.

• Ability to work under pressure and meet deadlines.

• Strong leadership and people management skills.

• Strong interpersonal skills with a high level of emotional intelligence.

• Passion for the hospitality industry and conservation.

• South African citizenship or valid work permit required.