Job Description

A well established company based in Modderfontein, requires a bookkeeper/Administrator
DUTIES:
Cashbook Maintenance (NATIONAL)

• Capturing customer deposits and allocating to correct invoices. Checking discount on customer payments
• Liaising with Finance Dept overseas to ensure that cashbook balances are correct
• Customer Maintenance New Accounts (NATIONAL)
• Receiving new customer credit applications and requesting trade references and bank codes
• Liaising with account manager on issues with credit applications
• Creating new customer request forms and forwarding to liaison overseas
• Following up on new account requests if/when necessary
• Inform new customers of their account details and our banking details once accounts have been opened in SAP by head office

Sales Processing (REGIONAL)

• Processing sales invoices from paperwork received from sales administrator, checking correctness of order while processing (REGIONAL)
• Sending invoices to customers once processed (REGIONAL)
• Filing customer invoices for Johannesburg branch (REGIONAL)
• Printing out and distributing customer statements at month end (NATIONAL)

Sales Processing Credit Notes (NATIONAL)

• Receiving and analysing customer credit note requests Johannesburg and Cape Town. (NATIONAL)
• Ensuring that returns are within parameters as laid out by commercial liaison. (NATIONAL)
• Completing credit note request forms(REGIONAL)
• Ensuring that returns received reconcile to paperwork and identifying shortages and rejected items (NATIONAL)
• Forwarding credit note requests for values less than R20 000 directly for processing at head office (NATIONAL)
• Requesting permission for credit notes of a value of more than R20 000 from commercial liaison (NATIONAL)
• Notifying account managers and customers of credit notes once received from head office (NATIONAL)

Customer Maintenance Debt Collection (NATIONAL)

• Analysing customer payments and reconciling customer account balances
• Identifying issues and engaging with customers to resolve queries
• Following up on outstanding amounts
• Liaising with account managers on unpaid amounts and on customer accounts that should be put on hold
• Monthly report to head office on debtor balances
• Recommending bad debt to be written off to Finance Dept in Italy
• Handing over documentation for debt recovery and monitoring and reporting on progress

Payroll (NATIONAL)

• Preparing payroll documents from Cape Town and Johannesburg and sending them timeously to payroll consultant
• Processing any loan applications from staff, sending forms to Finance Dept in Italy for approval and ensuring that loans are captured on payroll by the payroll consultant
• Handing out payslips to Johannesburg warehouse staff
• Discussing salary queries and issues for all staff with Finance Dept in Italy and with payroll consultant
• Receiving and distributing IRP5s from auditor

Admin Credit Cards (REGIONAL + NATIONAL COMMERCIAL MANAGER)

• Processing credit card applications for new staff, including having paperwork signed by director and forwarding applications to FNB (NATIONAL)
• Follow up with FNB on credit card applications. Follow up with finance department liaison on processing of new cards on directors profile (NATIONAL)
• Monitoring account balances together with finance liaison and deciding on top-ups for credit cards (NATIONAL)
• Requesting funds being loaded to credit cards (NATIONAL)
• Downloading statements for credit cards from FNB and sending statements for Cape Town staff for report compilation (NATIONAL)
• Compiling credit card reports for Johannesburg card holders and national commercial manager. This includes requesting tax invoices from suppliers
• Sending credit card reports to financial liaison at head office for processing (NATIONAL)
• Answering queries from head office on credit card transactions. (NATIONAL)

Admin Other Providers (NATIONAL + REGIONAL)

• Official South African liaison with service providers First National Bank, Bidvest Bank, Tracker, Vodacom, VW Finance, Stratum (NATIONAL)
• Completion and compilation of bi-annual FICA review documentation for bank account users, FNB and Bidvest (NATIONAL)
• Sourcing better and more cost-effective service providers (NATIONAL)
• Monitoring invoicing from service providers and identifying and querying anomalies (NATIONAL)
• Requesting missing documents from service providers for accounting completeness (NATIONAL)
• Liaison with service providers for company support eg Daisy (NATIONAL)
• Coordination of provider contract renewals with Italy. (NATIONAL)
• Booking Johannesburg vehicles for services when necessary. Assisting Cape Town with booking and payment for vehicle services when necessary
• Monitoring and paying vehicle fines and administration involved with recovering fines from employees (NATIONAL)

Finance (NATIONAL)

• SARS representative for the company
• Receiving and solving all SARS queries for VAT, Income Tax and PAYE for the company
• Answering all SARS correspondence and monitoring SARS notices on my personal SARS login
• Liaison with auditor on any SARS queries as and when necessary
• Representative of the company for Compensation Fund
• Setup and maintenance of EasyComp portal for the company
• Liaison with auditor regarding annual audit, including:
• providing documents for audit checks;
• answering auditor queries on figures for auditing;
• setting up auditor physical checks on annual stock take.
• Handling all queries to and from auditor for the company

Admin Other

• Booking flights and accommodation for managers as and when necessary (NATIONAL)
• Building Maintenance ensure that maintenance is kept, and the premises is kept in an operational condition, lights, alarms etc. (REGIONAL)
• Office equipment maintenance ensuring that the internet, telephone lines are in an operational condition. Ensuring that the Back-up generator is in a working condition in case of loadshedding (REGIONAL)
• Responsible for any procurement related to the Warehouse and front office to ensure smooth operation of the daily needs of the branch. (REGIONAL)

HR

• Advising management of HR procedures for dealing with staff issues
• Organising disciplinary hearings for staff as and when necessary
• Placing recruitment advertisements with recruitment agencies and coordinating recruitment drives
• Vetting CVs received
• Participating in interviews for prospective new staff
• Paperwork associated with new staff employment

Admin Support

• Assisting with answering incoming calls
• Processing of sales orders, picking slips and delivery notes when sales administrator is not available
• Manning the front desk when necessary

D C
REQUIREMENTS:

• Matric or equivalent qualification
• 4 5 years experience in a similar role
• Advanced computer literacy MS Office, Word and Excel

Skills Required