Job Description

Purpose of the RoleThe core responsibility of the Bookkeeper will be to ensure the reconciliation of financial transactions in the company, accurately recording all day-to-day financial transactions, maintaining financial record, processing accounts payable and receivable, and managing invoices and payments. The role is also responsible for other administrative duties such as processing of information, logistics and SETA.Key Responsibilities & DutiesThe role and responsibility of the Bookkeeper is to at least cover the following:Customers Sales orders and revenue

• Prepare quotations for customer based on approved pricing
• Invoicing sales order
• Preparation of delivery notes
• Preparation of picking slips
• Liaising with the warehouse for above sales orders
• Processing of approved sales/revenue credit notes to customers
• Invoicing the re-occurring revenue for customers based on calculations provided.
• Preparation of customer statements and where relevant reconciliations
• Sending customer statements and reconciliations after review, by the stipulated date
• Maintaining the project schedule and status updates

Suppliers (existing and new) Purchases and expenses

• Ensure all relevant approvals are received before processing invoices
• GRV Goods purchased once received by the warehouse
• Process credit notes received from suppliers
• Ensure that all supplier invoices are SARS compliant
• Process all invoices on the system allocating these to the relevant general ledger accounts
• Preparation of local and foreign supplier accounts reconciliations monthly
• Discrepancies noted on supplier accounts are dealt with monthly
• Analyse the monthly expenses that have been processed and prepare and raise accruals where invoices have not yet been received
• For foreign purchases ensure the following are maintained in addition to the above:
• All shipping documents and SARS declarations are filled and kept along with the supplier invoice and transport invoice
• Maintenance of the import and export tracking schedule
• Placing orders for office stationery, refreshments, and office related expenses
• Managing relationships with suppliers
• Allocating payments made to specific invoices paid
• Maintain the approved supplier list ensuring that all supplier information is accurate, Company Name, contact details, BEE Level, payment terms, any other information that is relevant
• Preparation of credit application with new suppliers
• Completion of new supplier onboarding process (Supplier application form, Tax Clearance, CIPC and BEE Certification/ Affidavit, Bank letter confirming banking details)

In respect of payments to suppliers

• Preparing local invoices for payments ensuring that we manage any discounts applicable (Supplier Ledger, Supplier Invoice, Supplier Statement, GRV, Delivery notes requires where relevant)
• Provide supplier with remittance and proof of payment
• Preparation of foreign payments requisitions (Supplier ledger, Supplier Invoice, Supplier statement, GRV, Delivery notes required where relevant)

Logistics

• Obtain the relevant quotes from 3 approved suppliers
• Follow up on delivery
• Liaise with agent on clearing
• Liaise with agents on shipping documentation

Intergroup costs

• Re-charge and processing of any expenses within the group
• Ensure that all intercompany debtor and creditor balances agree monthly
• Maintain monthly the intergroup matrix schedule

BBBEE

• Maintains and sources supplier BEE certificates/Affidavit
• Prepares the monthly BEE procurement schedules for review by BEE team

MICT

• Assist in sourcing training providers used for skills development
• Maintaining the skills development register and source documents thereof
• Liaising with the relevant HODs on training dates for their teams
• Liaising with the relevant employees on their documents required for training, bursaries and certifications

Cashbooks and petty cash

• Assisting in processing the cash books weekly and monthly
• Assist in processing the petty cash book monthly
• Prepare and maintain the petty cash receipt and expense book

Other

• Maintain historical records by micro-filing and filing documents, which is suitable keeping record of all documents for the last 5 years
• Providing accountant with the required documents for a SARS audit/review
• Assisting with credit card reconciliations for executives, to be signed by manager and relevant executive
• Assisting with the external audit on information requested
• Assist in managing the office administration and cleaning services
• Any other ad-hoc duties within reason

Qualifications and Experience

• Diploma or higher certificate in Business Administration and/or Bookkeeping
• Any other relevant certifications in Bookkeeping
• Previous experience as a bookkeeper or in a similar role
• Experience with accounting software and the use of various ledgers

Other Important Requirements for the Role

• Basic accounting knowledge
• Solid understanding of basic bookkeeping and accounting payable/receivable principles
• Basic knowledge pf accounting standards, principles and International Financial Reporting Standards
• MS Office
• Advanced Excel Skills
• Finance and Accounting Systems SAGE Evolution and Odoo would be advantageous

Key Performance Expectations

• Accuracy of Financial Records
• Timeliness of Data Entry
• Bank Reconciliation Accuracy
• Accounts Payable Processing Time
• Accounts Receivable Collection Period
• Payroll Accuracy and Timeliness
• Compliance with Financial Regulations
• Inventory Record Accuracy
• Expense Report Processing Time
• Audit Preparedness
• Cash Flow Management

In Partnership with Yellow Seed Consulting