Financial Administrator (Observatory, Cape Town)

Duties & Responsibilities

Purpose of the Job

To assist the Accountant and Financial Manager with the accurate processing, reconciliation, monitoring and reporting of all financial transactions up to Trial Balance level. To ensure compliance with statutory requirements, internal controls, company policies and financial procedures while providing support across all finance functions.

Financial Accounting and Reporting

Monitor expenses from branches and report on irregularities and/or trends.

Investigate accounting entry discrepancies and provide solutions.

Do monthly journal postings to General Ledgers inclusive of journal adjustments after investigating queries.

Compile general ledger reconciliations to statements and or supporting source documents.

Prepare fixed asset accounting, reconciliations and depreciation.

Conduct a physical check of petty cash boxes, verifying closing balance to actual cash in the box at the end of each week.

Raise and reconcile monthly accrual accounts.

Establish LC’s and TT’s.

Release ‘letters of credit’ and monitoring the Letters of credit report.

Purchase forward cover as required

Liaise with Suppliers (local and foreign) re – shipments and payments

Adhere to Foreign trade procedures.

Monitor and update the cash flow report against the forecast cash flow report.

Generate and analyse the gross profit margins of branches.

Processing various bank accounts and reconciling to statements and/or supporting source documents.

Con monthly analysis of Budget spends.

Complete Branch Bank Account, as well as Bank account processing.

To assist with any ad-hoc tasks within the Department or when someone is on leave or sick.

Inventory and Asset Management

Assist the Accountant by ensuring that branches and warehouses conduct regular cycle counts and report on variances if any.

Assist the Accountant in generating stock reports relating to cycle counts, variances, scrap, obsolete stock of branches and warehouses.

Assist the Accountant in planning and coordinating the annual and bi-annual company stock take.

Compile monthly inventory cost analysis reports and report on variances.

Conduct random inventory and accounting internal audits.

Ensure assets are correctly recorded, amortized and disposed of as appropriate.

Compile an Inventory Report and Reconciliations.

Supplier Administration and Accounts Payable

Prepare supplier credit application forms, forward, follow-up and load the supplier details on SAGE.

Accurate processing of purchase orders for suppliers.

Book in all stock and validate 100% all GRV’s against purchase orders.

Capture and link supplier invoices 100% accurate to GRV’s on a daily basis.

Collect invoices daily from all relevant stakeholders.

Identify cost variances, irregularities and report to your supervisor/manager immediately.

Liaise daily or as required with Buyer regarding suppliers and costs of products.

Ensure valid tax invoices are received and ensure all documents are maintained and comply with legislative policies, e.g., vat number, our company details etc. appear on supplier invoice.

Ensure all outstanding purchase orders (POs) are processed before month end closure.

File all invoices and supporting documents timeously and ensure files are clearly labelled.

Handle all supplier account queries in a professional and ethical manner.

Ensure statutory compliance

Assist to conduct monthly a VAT reconciliation.

Run and complete monthly statutory reports and reconciliations.

Complete EMP return from Service Provider.

To perform any other statutory requirements if and when applicable.

To assist in the timely preparation of all supporting documentation for the annual audit.

Conducting inventory and accounting audits.

Assist in preparation for financial year end.

Assist in gathering all supporting documentation for annual audits.

To assist in developing and implementing policy and procedures to ensure tighter internal controls .

Assist in the development, implementation and monitoring of accounting policies and procedures.

Comply 100% too company policies, procedures, practices and rules.

Report any discrepancies/non-compliance immediately to the Accountant and the Financial Manager.

To assist the Accountant and the Financial Manager with all other administrative activities in the company

Assist in the preparation of Annual Budgets (including to branch level)

Assist in the preparation of Monthly, Quarterly & Annual Management Reports inclusive of branch and cost centre level.

Assist in setting up or establishing new branches.

To verify the sales takings for the day.

To ensure all “takings” is kept securely in the dedicated safe and banked the following day.

To compile or process confidential documentation.

To ensure all personnel and financial information is secure and stored in compliance with current legislation.

To monitor the insurance coverage of the company, as well as to ensure adequate insurance coverage is maintained.

To meet all required deadlines set by the Financial Manager.

To perform ad-hoc tasks within the ambit of your job within the Finance Department.

Report any unuathorised activity/requests to your direct supervisor/manager.

To capture the petty cash transactions from the branches within the required timeframe stipulated by management.

To capture monthly the fleet/petrol card transactions within the required timeframe.

Assist with Branch Administration

• Rental File

• Municipal

• ITC Schedule per branch and summary reporting

Desired Experience & Qualification

Qualification

NQF 6 or 7 – Diploma/Degree in Financial Accounting, Accounting, Financial and Cost Accounting or equivalent qualification

Experience

3-5 years’ experience in financial accounting

3-5 years; experience with accounting systems, financial reconciliation, financial analysis.

2-3 years' of SAGE experience will be advantageous

Advanced excel skills.

Package & Remuneration

Market related