Rolle
Who We Are
Octiv is a fast-growing global SaaS company transforming how boutique fitness studios run and grow their businesses.
Founded in 2014 in Cape Town, Octiv is proudly South African at heart, but international in ambition and reach. What started as a local solution built for passionate gym owners has grown into a platform supporting over 1,500 studio locations and more than 250,000 active members across 35 countries.
The Role
The Financial Administrator role is fully focused on managing and optimising Octiv’s SaaS billing and financial operations. You will be responsible for ensuring accurate, timely and scalable billing processes across our systems, while maintaining strong financial controls and supporting revenue reporting.
You will work closely with the Financial Manager, as well as Sales and Customer Success, to ensure every customer account is correctly billed, reconciled and managed.
What you will do
SaaS Billing & Revenue Operations
- Own the full monthly billing process across Octiv SuperAdmin and Xero, completed by the 24th of each month
- Ensure all new customer accounts are correctly set up on Xero
- Verify that all new subscriptions, upsells and add-ons are accurately loaded on SuperAdmin
- Ensure pricing, discounts and subscription structures are correctly applied and maintained
- Confirm all customer locations are correctly billed per facility
- Ensure cancelled customers are deactivated correctly
- Record and manage all month-end billing adjustments and notes
- Ensure all SuperAdmin notes are actioned and marked complete
- Confirm all customers have valid payment methods loaded
Payments & Collections
- Load debit batches for 1st and 15th billing cycles via Netcash
- Monitor and follow up on failed payments across Stripe, Paystack and Netcash
- Mark invoices as paid for EFT and debit order transactions
- Ensure accounts are suspended where payment failures persist
Accounts Receivable
- Own and manage the full debtors book
- Contact customers regarding outstanding invoices and failed payments
- Resolve billing queries quickly and professionally
- Reconcile all customer accounts on Xero
- Send monthly statements
- Resolve unallocated receipts
Reconciliations & Financial Accuracy
- Reconcile Discovery Vitality-only clients against provided data
- Capture manual invoices on Xero where required
- Reconcile supplier accounts
- Capture supplier invoices via Dext
Reporting & Support
- Assist the Financial Manager with revenue calculations
- Support ad hoc financial tasks and reporting
- Work closely with Sales and Customer Success to ensure alignment across customer accounts
The Ideal Candidate
The Ideal Candidate: Experience
- B.Com in Rechnungswesen oder gleichwertig
- SAICA or SAIPA articles preferred
- Strong experience in SaaS billing, accounts receivable or financial operations
- Advanced Excel skills (pivot tables, formulas, data handling)
- Experience with Xero required
- Experience with tools like Netcash, Stripe or Paystack advantageous
The Ideal Candidate: Attitude
- Highly detail-oriented and structured
- Comfortable working with large datasets and financial systems
- Deadline-driven and able to manage monthly billing cycles
- Proactive in identifying and fixing discrepancies
- Strong communicator who can handle client queries professionally
- Accountable and reliable
Was wir anbieten
- A high-performance, fast-growing SaaS environment
- A dynamic, international team with strong South African roots
- Direct communication and real ownership of your work
- Exposure to global markets
- A culture that values growth, accountability and continuous improvement
