Admin & Finance Project Manager

Weylandtstudio offers holistic, detail driven interior design solutions. From architecture of a space to conceptualisation of an interior, we curate personalised environment that brings visions to life in a unique and distinctive way. We take on unique projects that result in a final product that is bespoke, innovative and personal.

The Admin and Finance Project Manager for Weylandtstudio will play a crucial role in managing both the financial health and day-to-day operations of the business and projects. This individual will be responsible for tracking project costs, ensuring the studio operates within budgetary constraints, and overseeing financial record-keeping.

This position will be based in Greenpoint, Cape Town.

Key Accountabilities:

Cost Management for Projects

• Tracking and Reporting: Monitor and track project budgets, ensuring that all costs are captured and updated regularly. Consolidate costs related to materials, labour, equipment, and overheads.
• Cost Forecasting: Predict and plan project expenses to ensure budgets are met and adjust forecasts when necessary.
• Invoice Management: Ensure accurate invoicing for projects, ensuring all costs are reflected in client invoices and reconciled against project budgets.
• Cost Allocation: Distribute project costs accurately between departments or categories (e.g., labour, materials, services) to maintain a clear financial picture for each project.

Day-to-Day Running Costs

• Tracking Operational Expenses: Manage ongoing operational costs of the business, such as utilities, office supplies, software subscriptions, and employee expenses.
• Reconciliation of Expenses: Review and reconcile daily/weekly/monthly expenses against the budget. Ensure all payments are processed and documented accurately.
• Supplier and Vendor Management: Manage relationships with suppliers and vendors. Ensure timely payments and accurate record-keeping of contracts, agreements, and service level expectations.
• Petty Cash and Expense Reimbursements: Handle petty cash and process employee expense reimbursements as needed.

Administrative Support and Company Operations

• General Office Admin: Such as stationary orders etc.
• Document Management: Maintain accurate and up-to-date records of financial transactions,
• contracts, and agreements.
• Booking and Scheduling: Handle arrangements for travel, meetings, and bookings (e.g., office rentals, equipment).

Installation and Reservation Coordination

• Scheduling Installations: Coordinate with teams and suppliers to schedule installations of equipment, artwork, or other necessary items for projects. Ensure the costs and logistics are efficiently planned.
• Booking Services: Reserve necessary services related to the installations, such as transport, equipment rentals, or special services for project completion.
• Cost Management of Installations: Track costs for installations and any related logistics (e.g., transport, setup, handling) and ensure these costs are captured within the project’s budget.

Financial Reporting and Consolidation

• Monthly and Quarterly Reporting: Prepare financial reports for management, highlighting cost breakdowns, budget variances, and overall financial health of ongoing projects and the studio as a whole.
• Cost Consolidation: Regularly consolidate financial data from multiple projects to provide an overview of the studio’s financial position. This includes creating summary reports and analysing trends.
• Financial Analysis: Conduct cost analyses to identify cost-saving opportunities, and report on performance against budget expectations.

Technical Skills:

• A minimum of 3 years working experience.

Skills and Qualifications Needed:

Financial Management Skills

• Budgeting and Forecasting: Proficiency in creating, managing, and adjusting budgets to ensure projects and operations stay within financial limits.
• Cost Control: Ability to track costs, identify variances, and implement corrective actions to maintain financial discipline.
• Financial Software: Familiarity with financial software (e.g., QuickBooks, Xero, or similar) and spreadsheet tools (Excel/Google Sheets) for reporting and data analysis.
• Reconciliation: Strong attention to detail in reconciling costs, invoicing, and ensuring accuracy in all financial transactions.

Administrative and Organizational Skills

• Time Management: Ability to juggle multiple tasks and responsibilities, especially when handling both financial tracking and day-to-day administrative duties.
• Attention to Detail: Ensuring accuracy in all financial records, cost tracking, and paperwork.
• Communication: Strong written and verbal communication skills for liaising with vendors, clients, and team members.
• Problem-Solving: Ability to resolve issues as they arise in the administrative and financial areas, whether it’s budget-related or logistical.

Project Coordination Skills

• Project Management: Knowledge of project management principles to coordinate timelines, tasks, and costs effectively.
• Vendor Management: Ability to manage supplier relationships and ensure services are delivered as per contract, on time, and within budget.
• Installation Coordination: Experience in organizing the logistics and costs related to installations, ensuring the studio’s needs are met on schedule.

Technical Proficiency

• Software Proficiency: Competence in using office software (e.g., MS Office Suite, Google Workspace) and financial tools (QuickBooks, Xero, or similar).
• Data Analysis: Ability to analyze financial data, identify trends, and provide insights to management.

Interpersonal and Customer Service Skills

• Team Collaboration: Ability to work closely with other team members, especially creative and project management teams, to align financial tracking with project needs.
• Client Interaction: Ability to handle client invoices, manage payments, and occasionally interact with clients regarding financial matters.

Behavioural Competencies:

Must be able to demonstrate positive hands on, can-do attitude. He or she must be able to work independently yet be a team player. They must be positive, energetic, a self-starter and have excellent problem solving and decision-making skills. Being able to work well under pressure and produce high quality work is pre-requisite. Must be able to work on multiple projects at the same time be efficient, resourceful and works smart.