Finance Administrator Job Description: Role, Duties and Qualifications

The Finance Administrator provides essential support to the finance function by processing transactions, maintaining accurate records and assisting with routine financial reporting. Candidates who are detail oriented, numerate and experienced in accounts administration should apply. This role suits professionals who can manage multiple priorities, follow established procedures and communicate clearly with internal and external stakeholders.

Finance Administrator Job Profile

The Finance Administrator is responsible for day to day financial administration that ensures timely and accurate processing of invoices, payments and reconciliations. The role supports the broader finance team by maintaining ledgers, preparing routine reports and contributing to month end processes.

The purpose of the role is to maintain reliable financial records, uphold internal controls and provide timely information to support operational and management decision making. The post holder will work under general supervision and follow standard procedures while escalating anomalies or complex issues to senior finance staff.

Finance Administrator Job Description

The Finance Administrator carries out transactional finance tasks including processing purchase and sales invoices, managing creditor and debtor records and administering payment runs. Regular responsibilities include bank and ledger reconciliations, allocation of receipts and resolution of routine discrepancies to ensure ledger accuracy.

The role operates within a structured finance team and requires adherence to financial controls, data confidentiality and regulatory requirements. The post holder will liaise with colleagues across functions to obtain information, support audit preparations and assist in improving administrative processes to increase efficiency and accuracy.

Expectations include meeting processing deadlines, maintaining high standards of accuracy, and contributing to continuous improvement of procedures. The Finance Administrator will be expected to manage workload independently, prioritise tasks and provide clear records and documentation to support audits and reporting cycles.

Finance Administrator: Duties and Responsibilities

• Process supplier invoices and service invoices accurately and in line with approval workflows
• Prepare and administer supplier payment runs and manage payment queries
• Raise and process sales invoices and post customer receipts to appropriate accounts
• Reconcile bank statements and perform regular ledger reconciliations
• Allocate and clear debtor and creditor balances and follow up overdue accounts
• Support month end activities including accruals, prepayments and journal postings
• Maintain purchase order and invoice filing to ensure audit readiness
• Assist with VAT or local tax record keeping and prepare schedules for returns where required
• Investigate and resolve routine discrepancies and liaise with suppliers or customers as necessary
• Provide administrative support for budget tracking and routine financial reporting
• Support internal and external audit processes by supplying requested documentation and explanations
• Ensure compliance with internal control procedures and escalate any control weaknesses
• Respond promptly to finance enquiries from colleagues and resolve queries within agreed service levels
• Contribute to process improvements to enhance efficiency and accuracy of financial administration

Finance Administrator: Requirements and Qualifications

• A relevant accounting qualification or demonstrable experience in a finance or accounts administration role
• Strong numeracy and attention to detail with accurate data entry skills
• Good understanding of basic accounting principles and month end procedures
• Experience preparing reconciliations for bank, creditors or debtors
• Proficiency with spreadsheets and experience producing routine financial reports
• Organised approach to work with the ability to prioritise and meet deadlines
• Effective verbal and written communication skills for stakeholder liaison
• High level of integrity and ability to handle confidential financial information
• Problem solving skills and ability to investigate transactional discrepancies
• Ability to follow established processes and contribute to procedural improvements
• Comfortable working both independently and as part of a small finance team
• Basic knowledge of compliance requirements relevant to financial administration