Job Description

OverviewNo. of Vacancies1Responsible ForOffice Management:

• Monitor that systems and policies are complied with, if not then address this with the relevant managers.
• Make suggestions to senior management on recommended amendments to systems and policies as required.
• Ensure all staff receive and sign for a copy of company policies, confirming they have read and understood policies and procedures and that they agree to abide by them. This must then go into personnel files
• Together with Managing member have regular strategic meetings to improve company processes and implement new efficient ways to maintain optimum and efficient running of the business.

Together with managing member develop and implement a guideline to approved policies and systems regarding:

• Timesheets
• Leave
• Purchasing requests
• Telephone and internet usage
• Functions/events
• Loss Control
• Losses due to negligence
• Flow of information within the office (Communication)
• Office administration
• Other issues as requested by senior management
• Procedures for recruiting and short listing of all staff appointments are in place.

Human Resources: Together with office receptionist, ensure that all staff have:

• Valid employment contracts detailing job descriptions and remuneration
• Staff files include all relevant personal information with up to date next of kin information
• Ensuring all staff have their six-monthly performance reviews done
• Staff are provided with relevant documents 1 week prior to review.
• Performance review information is written up and kept on file

Administration:

• Manage all junior office staff
• Maintain and improve of company administrative systems
• Ensure company asset register is accurate and updated as required
• Ensure, in conjunction with insurance broker, that all company assets are adequately insured

Finance General:

• Improving efficiencies to reduce company costs.
• Planning for both short and long-term financial goals.
• Overseeing employees within the company including stores and administration when it comes to purchases and payroll. (Checking timesheets are captured accurately)
• Ensuring financial transactions adhere to all relevant legal regulations.
• Developing financial reporting systems
• Dealing with correspondence promptly and as required relating to financial matters. Selecting and implementing the most appropriate standard accounting packages to use.
• Maintaining an orderly accounting filing system. both manual and electronic.
• Responsible for the company's accounting policy and governance.
• Organizing all statutory returns to VAT, PAYE and the annual return.
• Monitoring the daily financial operations with regards to payroll, invoicing, and other transactions.
• Presenting findings, conclusions, and recommendations to management.
• Submit up to dated cash flow management and payroll info at agreed timelines.
• Managing the company's relationship with the bank.
• Assisting in the management of grants reporting, compliance, and reconciliation.
• Processing the payroll monthly and fortnightly.
• Acting as a point of contact for all finance-based queries with creditors and debtors
• Creditors and debtors' maintenance and reconciliations
• Maintaining Asset Register
• Monthly and Fortnightly payroll
• Monthly management account reporting & reconciliations ( include trial balance) Dealing with staffing queries.

Daily Responsibilities:

• Reconciliation of transections on pastel

• Daily creditors and debtor's recon
• Daily supplier Payment reconciliation
• Invoicing
• Payment of cashbook suppliers
• weekly management report at financial meetings

Month end Closing Process and Accounting Pack:

• Bank account Reconciliation (paid against revenue for Pastel capturing)
• SARS end of month timeous submissions and payments
• Monthly Financial statements (income statement, trial balance and balance sheet) Depreciation against Total fixed assets & review of all
• Month end Journals & expense account Accounts payable recon
• Receivable's recon
• Inventory closure with a journal reversal on last day for new month to give accurate monthly stock.
• Month end Operational pack (Production pack for month) Month end management report.
• Bookkeeping to Balance Sheet Management Accounts Implementation on Pastel
• Reconciling of petty cash transactions and debt collection
• Audit procedures and queries from auditor Year End Audits
• Pastel Payroll
• Staff PAYE / UIF / SDL calculation & processing Payment of Accounts
• Cashflow Projections and Budgets

Reporting:

• Have regular meetings with the team to ensure accurate financial procedures are adhered to at all times.
• Report directly to Company Chief Operations Office.
• Managed by Chief Operations Officer.

Job NatureFull TimeExperience RequirementsMinimum of 5Job LocationPinetownJob LevelMiddleHow to ApplyInterested candidates can send their resumes to natasha@njplacements.co.za mentioning "Job Title" in the subject line.

NJ Placement Consulting