Reconciliation Administrator

Main Purpose of Position

The primary function of this role is to manage and execute the efficient, timely, and accurate daily cash reconciliation for each allocated region. The incumbent acts as a key operational control point, actively investigating and resolving unreconciled cash items, maintaining strict SLA deadlines, and liaising with internal and external partners to safeguard financial assets and prevent operational losses.

Working Relationships

Internal Stakeholders

You will collaborate closely with key operational and finance teams across the business to resolve discrepancies and process payments smoothly:

• Settlements Department for payment execution and journal processing.

• Investigations Department for logging and tracking cash shortages and security incidents.

• Operations Department & Client Contact Center (CCC) for query resolution and operational escalations.

• Inception Office for centralized administrative support.

External Stakeholders

You will maintain direct operational contact with third-party logistics and banking partners:

• Customers and Clients regarding cash queries, payment requests, and surplus notifications.

• Cash in Transit (CIT) Companies and Third-Party Cash Centers, including ABSA, G4S, SBV, and Fidelity Cash Centres.

Key Performance Areas (KPAs)

Cash Operations & Total Recon Control (TRC)

The Administrator oversees the day-to-day reconciliation workflow to balance accounts accurately against bank statements and ensure complete data capture before daily deadlines.

• Daily Regional Reconciliations: Perform daily TRC (ABSA) reconciliations across all allocated regions (specifically 172 and 180 accounts), ensuring accurate balancing against the Daily ABSA GLEQ before Close of Business (COB).

• Journal Processing: Prepare and pass accurate journals (613 and 500 modes), ensuring 100% submission completeness daily before 1:00 PM.

• CashOps & System Exception Control: Monitor CashOps daily to resolve outstanding 03s, unallocated deposits, bulk entries, and client/CCC queries.

• Missing Transaction Management: Identify missing XML or 03 transactions on TMS and route them immediately to the Settlement Accountant for payment or journal creation.

Account Investigation & Exception Management

This function requires proactive root-cause analysis and disciplined tracking to investigate cash variances, clear suspense accounts, and escalate discrepancies timeously.

172 Account Management (Outstanding XFDRs & Deposits)

• Maintain a strict 2-day SLA to investigate and reconcile XFDR values and outstanding 03/deposit transactions.

• Record continuous daily notes reflecting active investigations and systematic escalation steps for unresolved items.

• Day 2 Escalation: Escalate unresolved items to the Operations team, Cash Center Regional Managers, and relevant Cash Center personnel.

• Day 5 Escalation: If a cash deposit (CD) remains unreconciled by Day 5, generate an Incident Report for the Investigations Department, transfer the XFDR to the 180 account to clear the 172 account, and tag the entry with a valid SEC number and action note (e.g., missing canister or missing deposit).

180 Account Management (Shortages & Surpluses)

• Ensure 100% of items sitting in the 180 account contain detailed operational notes and clear resolution codes.

• Shortage Protocol (R500+): Log all shortages of R500 or more with Investigations on the same day they appear. Perform thorough root-cause checks by cross-referencing physical counts in 172 accounts, unallocated deposits, Cash Center captures in CashOps, and pulling TMS logs for ABM/canister tampering. Log the corresponding SEC number and action code (canister variance / bulk shortage).

• Surplus Protocol (R200+): Investigate all surpluses of R200 and above daily. Verify valid surpluses and submit them to Settlements for client payment or resolution. Escalate complex or uncertain cases to the Team Leader or Manager.

Stakeholder Communication

Effective cross-departmental coordination is essential to maintain visibility and prevent aging unresolved items.

• Deliver prompt, precise communication regarding non-payments, physical count queries, shortages, and surpluses 

• across Administrators, CCC, Settlements, Cash Centers, and clients.

• Ensure ongoing, daily updates are logged in system notes so all stakeholders can track the status of open investigations.

Qualifications & Experience Requirements

Education & Qualifications

• Mandatory Requirement: National Diploma or Bachelor’s Degree in Finance, Accounting, or Financial Management 

Work Experience

• Minimum 2 to 3 years of relevant working experience in financial reconciliations, high-volume cash book administration, banking operations, or financial administration.