Job Description

Closing Date: 2025-03-23
Job Type: Permanent
Job Level: Skilled
Experience: Between 3 - 5 Years
EE/AA: No
Summary
Assumes full responsibility for the Financial Project Cycle and Project Management of all events, including the efficient application of the Project Accounting System.
Description
Project Accounts

• Project Registration. Maintain upkeep between Great Plains/projects.
• Budget Loading with supporting documents ensuring all aspects are covered. Ensure budgets are not exceeded with special attention to the transfer of funds with budget.
• Checking accuracy of all new budgets to final draft
• Timeous and accurate billing of client invoices
• Overdue Projects - query and escalation process
• Closure of projects - Investigate, resolve, and provide valid reasons why an event is open 30 days after an event date. Follow the escalation process using Great Plains & Crystal. Save reports in month and folder and do a comparison on a weekly basis.
• Monitoring of open POS and projects to ensure they remain self- funding (over 45 day reports)
• Follow up to ensure client recons are produced timeous, accurate and submitted for sign off.
• Recognise income on projects with stipulated Gross Profit according to signed budget. Responsible for recognising revenue and expenses
• Continuous measurement of Actual vs Forecast
• Record Keeping - Client Budgets, Purchase Orders, Invoices and
• Correspondence are electronically filed by client by Event.
• Provisions
• Updating monthly general ledger recons and closing off projects

Debtors

• Invoicing all ad hoc invoices as well as CE that has been requested by relevant teams to ensure business efficiency and the importance of a deal. Feedback and response within 24 hours
• Ensuring Timeously Contract Invoicing done Invoicing to go out first week of every month.
• Debtors Weekly Report - Update Debtors Report and send out every Monday to the team requesting feedback. Follow Up and get the most constructive feedback and update the Debtors Report, follow up on any queries following our weekly debtors meeting.
• Uploading Invoices on Supplier Portals
• Filling out Supplier Creation Forms for those clients that require them and submitting them with supporting documents
• Payment Updates - In the week of the event, this needs to be sent out twice daily and finance needs to ensure that Hospitality Ticket Recon balances to payment update daily - once daily in the build-up to the event.
• Debt Collection support by ensuring no invoices without POs and managing cash flow.

Accounting

• Timeous and accurate billing of client invoices
• Contract maintenance / invoicing schedule
• Approval of the suite master list
• Project accounting back up for the Hospitality project accountant
• Recognise income and expenses in the correct period
• Record Keeping - Client Budgets, Purchase Orders, Invoices and Correspondence are electronically filed by client by Event.
• Provisions
• Updating monthly general ledger recons and closing off projects
• Report - To be updated, maintained and ready by the 5th of every month.

General

• Query resolution with clients, internal divisions, and suppliers
• Ensure operational divisions adhere to Finances policies and procedures relating to client events.
• Key Finance liaison with Operational Implementation Divisions
• Produce monthly project management reports.
• Revenue recognition recon
• Monitor integrity and accuracy of Project Accounting, Crystal
• Reports and PS Requisition
• General ledger journals and reconciliations
• Record keeping of client budgets, purchase orders, invoice and correspondence are electronically filed by client by event.

Minimum Requirements
Qualifications

• A post-matric qualification in Finance or studying towards a Finance qualification

Experience

• Minimum 3-5 years working experience.
• Applicants need solid hands-on experience with large customer accounts and working within a pressurised streamlined environment.
• Excel skills, good time management in a pressurised environment and numeric accuracy
• Good communication skills with staff at all levels are prerequisites to be successful in this critical position.
• Ability to understand and interpret breakdown of cost, VAT calculations and deposit payments.
• Ability to work according to deadlines and under pressure

Skills and Knowledge

• Team player work constructively within a team to bring out the best traits of all.
• Good communication skills with staff at all levels are prerequisites to be successful in this position.
• Ability to work according to deadlines and under pressure.
• Independent, confident, self-motivated and professional.
• Good time management skills
• Trustworthy, diplomatic, tactful, and discreet.
• Responsible, reliable, and accountable.
• Analytical and problem-solving skills.
• Accuracy and attention to detail