Marguerite Lochner

Finance & Administration Officer

Eezipay Management, Smart Service Solutions & Read Me Services
Jan 2016 – Present

Serve as a key strategic and operational partner to the Managing Director and General Manager, managing the full financial and administrative functions across three companies. Balance high-level financial oversight with hands-on execution, while improving processes, mentoring staff, and supporting business growth.

Finance Duties:

• Process and verify supplier invoices, including supervision of junior clerks’ data entries.
• Maintain accurate supplier master records and resolve discrepancies through reconciliations.
• Compile weekly payment schedules and manage online purchases using company credit cards.
• Generate and issue client invoices based on quotes, job cards, and recurring services.
• Conduct rate reviews, manage client communications, and distribute bi-monthly statements.
• Reconcile payments and monitor overdue accounts, applying interest where applicable.
• Maintain detailed customer billing profiles with project links.
• Forecast client income for inclusion in monthly projections.
• Process and reconcile transactions from 13+ active bank accounts weekly/monthly.
• Maintain import templates and digitally archive all financial statements.
• Record supplier, customer, and general ledger journal entries.
• Prepare depreciation schedules and financial adjustment journals.

Month-End & Year-End Closure:

• Finalize monthly reporting, including profit projections, overhead summaries, VAT, and bank reconciliations.
• Reconcile all financial accounts at year-end and update fixed asset register.
• Post accruals, depreciation, and generate statutory reports: Income Statement, Balance Sheet, Trial Balance, and Age Analysis.
• Ensure compliance and audit readiness through accurate financial reporting.

Forecasting & Cash Flow Management:

• Develop and maintain 12–18 month rolling forecasts based on actual and projected data.
• Produce detailed weekly and monthly cash flow projections.
• Perform project profitability analyses (P&L) to support strategic decision-making.
• Deliver financial analytics to executive leadership for planning and resource allocation.
• Monitor daily bank balances and cash positions.

Tax Compliance:

• Reconcile income and expenses per VAT period and generate VAT reports for review.
• Calculate provisional tax estimates aligned with forecasted profit.

Sales Administration & Client Support:

• Draft and submit approved client quotations.
• Generate invoices aligned with procurement and payment terms.
• Track payments and authorize purchases or service continuation accordingly.

Asset & Insurance Management:

• Maintain and tag fixed assets within the asset register.
• Post monthly depreciation and conduct quarterly reviews.
• Align asset listings with insurance policies to ensure adequate coverage.

Fleet & Card Administration:

• Process monthly fleet expenses
• Manage ordering, activation, and replacement of fleet cards.

System & Office Administration:

• Set up and maintain SIM/server profiles
• Monitor mobile usage and manage corporate mobile contracts.
• Oversee license renewals, traffic fine settlements, and digital filing systems.
• Provide general administrative support across departments.

Leadership & Process Development:

• Manage and mentor two staff: project/admin assistant and debtors/creditors clerk.
• Design and implement process documentation, including stock control systems.
• Draft approval workflows and formalize system processes for internal use.
• Collaborate across departments on operational systems, offering support and training.

• Attend to Quotes and Invoices
• Answering queries from tenants or external bodies promptly
• Liaise with Tenants on all relevant cost and planning issues
• Monthly Rental Report, Billing Statements and Ledgers
• Prepare regular status reports for project management
• Work list, Progress and Payment Reports
• Daily (holiday) Rentals
• Chasing overdue payments
• Daily banking and allocating

• Meeting and greeting clients and visitors to the office
• Handling incoming/outgoing calls, correspondence and filing
• General administration duties
• Organising business travel, itineraries and accommodation for managers
• Monitoring inventory, office stock and ordering supplies as necessary
• Updating, processing and filing of all documents
• Arranging the payment of staff salaries and wages
• Calculating and recording sickness payments and processing time sheets
• Organizing, Maintaining Diaries and arranging appointments
• Attending of Trustee and AGM Meetings, take minutes of meetings
• Liaising with Clients

• Help with Homework / Transporting /Preparing of Meals

• Office Administration
• Receiving all incoming calls
• Selling several products
• Stock Take on a daily basis
• Data Capture
• Day end Reconciliation

• Attend to Office Administration
• Schedule starting times and collect green fees
• Take reservations for use of facilities.
• Maintain Membership records.
• Maintain daily cash records.
• Compile and maintain accurate records and receipts.

• Proactively market, sell and consult with clients in regards to tour, air, car and hotel products and all other relevant services.
• Prepared detailed Itineraries for Individual travellers and groups.