Job Description

Key Job Functions:
Bookkeeping Body Corporate

• Updating cashbooks during the month including reconciliation of payroll, income and expenses
• Prepare the trial balance and ensure general ledger agrees to subsidiary ledgers.
• Prepare and process accrual journals where necessary
• Ensuring invoices are authorized and paid timeously
• Preparation and distribution of monthly & year end management accounts to trustees
• Attend to queries raised by trustees on the management accounts
• Upload the budget following the AGM approval
• Run levy statements
• Attend to queries raised by members on levy accounts, this may include preparing reconciliation of transactions for a period as necessary from time to time.
• Attend to water recovery charges for bodies corporate
• Prepare for annual audit for assigned bodies corporate

General Accounts:

• Update companies trust account monthly via Rec-X

Payroll Processes & HR Support Functions:

• Monthly, weekly and fortnightly payroll processes
• Calculating payable hours, overtime, bonuses, increases, expense claims, overtime, advances, loans, leave balances and deductions
• Calculation of termination - leave and severance pay
• Generate & collate reports for audits purposes and attend to any arising enquiries
• Overseeing annual salary reviews and bonuses
• Supporting and issuing clients with documentation for labour inspections
• On boarding, reinstatements & terminations. Including drafting new employee contracts and ensuring all supporting documentation is provided
• Maintaining employee records & ensuring changes are updated in line with internal record-keeping standards
• Support drafting / formatting misconduct, dismissal, retirement & retrenchment documents
• Support with arranging disciplinary enquiries
• Liaising with third parties i.e. Unions, labour brokers & other where necessary
• Addressing employee enquiries
• Acquiring staff policies and submitting claims for funeral, provident, retirement, UIF etc.
• Generating & reconciling reports for payments e.g., PAYE, Provident Fund, loans and other third-party payments
• Collate, Process and capture monthly and bi-annual submissions of statutory payroll returns, including EMP201 and EMP501, via SARS eFiling and EasyFile.
• Performing any ad Hoc duties delegated by Management and clients

Administration:

• Diary management AGM related
• Liaising with, Trustees, Members, Insurance Brokers/Companies, Attorneys, Estate Agents, Auditors etc.
• Prepare ordinary and special resolutions
• Attend to and resolve client queries
• Organizing & preparing all aspects of body corporate Meetings
• Formatting & distribution of minutes
• Communications management including emails, telephonic & Letter drafting & formatting
• Maintaining an effective administrative filing
• Prepare and submit Approved rules to CSOS for registration

Skills Required