Financial Bookkeeper and Administrator

Duties & Responsibilities

Creditors

• Capture approved supplier invoices and credit notes accurately.

• File supplier invoices and supporting documents.

• Prepare monthly supplier statement reconciliations for review.

• Identify missing invoices, credits and reconciling items.

• Refer pricing disputes, long-outstanding items and material differences to the Financial Manager.

• Compile payment documentation and schedules for review and approval.

• Respond to routine supplier account queries.

Debtors

• Receive and check new-account documentation against the company checklist.

• Capture approved customer information on the accounting system.

• Maintain customer master-file records under authorised procedures.

• Process approved customer invoices, credit notes and account adjustments.

• Allocate customer receipts accurately.

• Prepare customer account reconciliations for review.

• Issue customer statements.

• Send routine payment reminders in accordance with company procedures.

• Record customer payment commitments and collection correspondence.

• Assist with resolving straightforward account and allocation queries.

• Escalate overdue, disputed or complex accounts to the Financial Manager.

• Update schedules for payment certificates, retentions, contra-charges and payment dates where applicable.

Credit Management

• Maintain the customer credit-limit register.

• Update internal and insured credit-limit information from approved documents.

• Compare customer balances against recorded limits.

• Flag accounts approaching, exceeding or operating without an approved limit.

• Compile supporting documents required for credit-limit applications and reviews.

• Assist with overdue-account reports and declarations.

Cashbook and Banking

• Capture approved bank and cashbook transactions.

• Allocate customer deposits and other receipts.

• Prepare daily or weekly bank reconciliations for review.

• Process approved company credit-card transactions.

• Identify unidentified receipts and payments and assist with follow-up.

• Maintain supporting banking documentation.

Month-End and General Ledger

• Complete allocated month-end processing according to the finance checklist.

• Prepare supporting schedules for routine journals.

• Process journals only after approval by the Financial Manager.

• Assist with creditor, debtor and bank cut-off procedures.

• Prepare allocated account reconciliations for review.

• Identify aged, unusual or unreconciled balances.

• Provide reports and supporting information required for management accounts.

• Maintain an organised month-end file and audit trail.

• Complete assigned work within the month-end timetable.

Audit and Compliance

• Retrieve and compile supporting documents requested for audits.

• Assist with maintaining audit schedules and electronic records.

• Provide documents for B-BBEE verification.

• Ensure financial documents are filed completely and can be traced to the relevant transaction.

• Refer auditor queries to the Financial Manager.

• Comply with company procedures, approval limits and record-retention requirements.

General Office and Administrative Support

• Provide general administrative and office support to the Financial Manager and management team when required.

• Assist with document preparation, printing, scanning, copying, filing and electronic record management.

• Maintain organised finance and general office records in accordance with company procedures.

• Order and monitor office stationery, consumables and other approved supplies.

• Liaise with building management and approved service providers regarding routine office requirements.

• Assist with travel, accommodation and other administrative arrangements where required.

• Provide reasonable administrative support during staff absences or periods of increased workload.

• Perform other reasonable duties consistent with the nature and level of the position.

Desired Experience & Qualification

• Grade 12 with Accounting or Mathematics.

• Relevant bookkeeping, accounting or finance qualification preferred.

• One to two years’ relevant finance or bookkeeping experience is preferred.

• Demonstrated creditors and debtors reconciliation experience.

• Relevant internship, learnership or internal finance experience may be considered.

• Basic experience with creditors, debtors or cashbook processing.

• Basic to intermediate Microsoft Excel skills.

• Experience using an accounting or ERP system is advantageous.

• Training will be provided on company procedures and systems.

Package & Remuneration

R20 000.00