Site Administrator

Site Administrator

Site Administrator at International Facilities Services (IFS)

Maun, Botswana

Contract

Posted 28 September 2026

Job Details

Division Botswana

Minimum experience Entry Level

Company primary industry Hospitality

Job functional area Finance

Job Description

1. Purpose of the Role

• To administer the finances, resale and stock of the site thereby ensuring compliance with Company procedures, cost control and profit maximisation.

2. Key Responsibilities 2.1. General Administration

• Reconcile the sales and complete the daily sales control sheet.
• Process petty cash and bar sales SAM entries in accordance with Company deadlines and procedures and ensure the system is current and accurate.
• Confirm and capture:

− mandays and non-residents statistics − non-client statement and total cost to client − back charge cost to client − resale (total consumption and total income) − transport − cash purchases − staff meals

• Complete the administrative and accounting returns in respect of functions and submit them to the Finance or Administration Manager, inclusive of:

− functions analysis sheet with attached invoices − cash slips − stock sheets − stock issue sheets − casual wage variations.

• Perform the daily cash-ups and cash reconciliations.
• Prepare the stock sheets and participate in the stock take.
• Update asset and inventory registers for the site ensuring that they are an accurate and up to date record of assets and inventory.
• Ensure data validation before sending it to the financial controller for processing.
• Assist with finance controls relating to stock reception when goods are received at site.
• Maintain a coherent and neat filing system.
• Ad hoc duties and support to the finance team.

2.2. Client Problem Resolution

• Provide account information to clients relating to petty cash and bar sales.
• Process client account queries relating to petty cash and bar sales.
• Rectify any errors on client accounts relating to petty cash and bar sales.
• Investigate irregularities or discrepancies on petty cash and bar sales.

2.3. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives. KNOWLEDGE/COMPETENCE What skills, knowledge, and/or attributes are necessary to perform the role?

1. Knowledge

• Payment and receipting procedures
• Accounting principles and practices
• Basic accounting principles and procedures

2. Skills

• Verbal and written communication
• Computer literacy across the Microsoft suite (strong excel is required)
• Numeracy
• Interpersonal skills
• Analytical thinking
• Administrative and organization skills
• Ability to learn quickly and expand scope of functions.

3. Attributes

• Integrity
• Tolerant of stress and pressure and willing to work long hours when required
• Attention to detail
• Deadline driven
• Able to manage time
• Able to prioritise

QUALIFICATION AND EXPERIENCE

• 3 year diploma in accounting/financial management and minimum of 5 year’s experience in a bookkeeping or similar financial position OR at least 7 years experience in a bookkeeping or similar financial administration position