Overview
Finance Administrator Jobs in City of Cape Town, Western Cape, South Africa at ABC Worldwide (AKA BRIP Careers Worldwide)
Title: Finance Administrator
Company: ABC Worldwide (AKA BRIP Careers Worldwide)
Location: City of Cape Town, Western Cape, South Africa
For an international art galley in Cape Town we are a looking for a finance and operations administrator.
Must have a drivers license
Must be willing to work at events and exhibitions from time to time
Must be able to work with Apple.
Salary 15 – 18 000 rand
6 months contract with possibility to become permanent.
This is a non-creative, administrative role focused on accuracy, organisation, and execution. The position is best suited to someone who is methodical, process-driven, and takes pride in keeping systems precise and up to date.
Role Overview
The Gallery Finance and Operations Administrator is responsible for ensuring that all artworks, documentation, and internal systems are accurately recorded, updated, and always maintained.
The role requires a high level of attention to detail, consistency, and personal accountability. The successful candidate will take ownership of administrative processes and ensure that no tasks or information fall through the cracks.
This role will be valid for an initial term of 6 (six) months from the start date. At the end of this period, the role may be reviewed and renewed by mutual agreement or terminated if either party decides not to continue.
Key Responsibilities
Inventory & Systems Management
- Maintain and update all inventory systems, including artwork status, pricing, and client information
- Ensure accuracy across all records, including internal registers and digital systems
- Cross-check information between systems and catalogues to ensure consistency
- Identify and correct discrepancies proactively
Documentation & Sales Administration
- Prepare invoices, credit notes, and resale documentation
- Ensure all documentation is accurate, complete, and correctly filed
- Track payments and flag any discrepancies or outstanding items
- Maintain clear and organised digital filing systems
Documentation & Supplier Administration
- Prepare supplier/artist consignment agreements and profitability reports
- Request quotes from suppliers, review and present to manager for approval
- Prepare orders to suppliers and match with relevant invoices
- Ensure ongoing communication between suppliers and gallery
- Ensure all quotes, orders, consignment agreements, profitability reports and invoices are filed correctly and easy retrievable
Internal Systems (Apple Notes & Workflow Management)
• Maintain and update internal workflow systems daily
• Ensure all tasks are logged, tracked, and completed
• Keep all internal records structured, time-stamped, and up to date
• Ensure information is filed in the correct location and easily retrievable
Sales & Shipping Coordination
• Track sold works and associated client details
• Coordinate packing, labelling, and shipping logistics
• Liaise with suppliers, framers, and couriers
• Ensure all artworks are correctly prepared and dispatched
Exhibition & Gallery Support
• Assist with exhibition preparation, including artwork lists and labels
• Ensure all works are accounted for and correctly documented
• Support the smooth day-to-day running of the gallery
• Support, attendance and availability for events, exhibition openings, and installation periods with proper notification in advance from the gallery
Candidate Profile
The ideal candidate will demonstrate and should have:
• Strong organisational and administrative skills
• Exceptional attention to detail
• A structured, methodical approach to work
• The ability to manage multiple tasks with accuracy and consistency
• A high level of personal accountability and reliability
• The ability to work independently and follow through on tasks
• Has a valid driver’s licence
• Have at least 5 years’ experience in a similar finance and operations administration role
Important Note
This role is administrative and systems focused. It is not a creative position.
Candidates should be comfortable working with structure, repetition, and detailed processes, and should take satisfaction in maintaining order and accuracy.
Preferred Background
Experience in one or more of the following areas is advantageous:
• Administration or office management
• Inventory or stock control
• Logistics or operations coordination
• Finance or bookkeeping support
Location
Based in Cape Town. This is an in-person role at the gallery and working hours will be as follows:
Mondays (Remote): 9:00 – 17:00
Tuesdays to Fridays: 10:00 – 16:00
Start date: As soon as possible