Bookkeeper

Job Description
A manufacturing company is looking for a Bookkeeper to play a key role in overseeing various financial aspects such as cash books, supplier payments, petty cash, inventory, and general financial administrative obligations. The role also encompasses document management and filing, license renewals, payment of fines, contract renewals, and other related tasks. This is a permanent, full-time, in-office position in Kyalami.

Responsibilities:

Finance:

Cashbooks are accurately maintained:

1. Reconcile main account
   • Current account transactions done by electronic banking transaction are downloaded daily
   • Main bank account is reconciled on a weekly basis
   • Unallocated deposits on bank statements are allocated by month-end
   • Daily banking schedule is prepared and forwarded to Finance & Admin Manager
   • Bank interest is charged correctly on overdraft facilities
   • Bank charges are in accordance with terms of agreed mandate
   • Reconciliation of balance in bank statement with Cash Book report before 15th of each month
   • Reconciliation of balance in bank statement with balance of main account as per Trial Balance before 15th of each month
   • Irregular entries in main account identified and reported to Finance & Admin Manager

Creditors receive correct payments, on-time:

1. Approve supplier details
   • Supplier account applications and bank account changes authorised
   • Creditors processed as and when received.
2. Review payments when required
   • Delivery notes are matched to invoices and discrepancies actioned.
   • Sales order and invoice for purchase order has been processed and dispatched.
   • Supplier reconciliations are reviewed monthly.
   • Creditors age analysis is reviewed weekly.
   • Creditors statement reconciled to General Ledger accounts and problems rectified.
   • Foreign payments are reviewed before authorisation from Finance & Admin Manager.
   • Accounts payable batches are reviewed to ensure accurate coding of expenses before posting.
   • Open purchase order report is reviewed weekly to ensure purchase orders are goods received prior to month end and consistent with expected delivery date.
   • Outstanding invoices (good received not vouchered report) are reviewed weekly to ensure follow-up on outstanding supplier
3. Report to Finance & Admin Manager
   • Month-end reports are completed by 18th of each month.
   • Executive report on supplier age analysis is being prepared on a monthly basis and submitted to Finance & Admin Manager.
   • Report on cash out flows submitted to Finance & Admin Manager by 20th each month.
   • Reports are given to Finance & Admin Manager on suspicion of internal or external fraud.
   • Local and international creditor reports are generated.

Competent control of petty cash:

1. Processing of head office petty cash transactions
   • Petty cash payments are accurately made and recorded.
   • Petty cash vouchers are authorised and a receipt/invoice received.
   • Reimbursement summary prepared when required.
   • Petty Cash summaries are filed.
2. Processing of regional petty cash transactions
   • Petty cash documentation filed per region.
   • Original copies of vouchers and receipts are received.
   • Overspending is identified and reported to Finance Manager.
   • Entries in regional petty cash summaries are processed before month-end.
   • Regional petty cash is processed before month-end.
   • Reconciliations of regional petty cash are performed to ensure balances consistent with balance of account as per Trial Balance before 15th of each month.

Ensure payments from customers are received on time and in accordance with required payment terms:

1. Processing of head office petty cash transactions
   • Petty cash payments are accurately made and recorded.
   • Petty cash vouchers are authorised and a receipt/invoice received.
   • Reimbursement summary prepared when required.
   • Petty Cash summaries are filed.
2. Processing of regional petty cash transactions
   • Review customer application forms
   • Petty cash documentation filed per region.
   • Original copies of vouchers and receipts are received.
   • Overspending is identified and reported to Finance Manager.
   • Entries in regional petty cash summaries are processed before month-end.
   • Regional petty cash is processed before month-end.
   • Reconciliations of regional petty cash are performed to ensure balances consistent with balance of account as per Trial Balance before 15th of each month.
   • Correct application form has been completed (terms, EFT, COD, etc)
   • All supporting documentation attached to applications (copies of IDs and business registration forms, letter from the bank)
   • Credit application is attached as an incident to the customers account on Sage Evolution.
   • Make sure CGIC insurance cover is in place and check CGIC information against the information supplied by the customer.
   • Check additional surety forms received above agree limit or if CGIC does not exceed a limit.

Company Stock:

Effective stock planning and management limits enables orders to be filled.

1. Assist with stock management
   • Weekly / monthly stock take administered in conjunction with warehouse management.

Stakeholder Relations:

Productive relationships with internal and external stakeholders maintained.

1. Collaborate with external stakeholders
   • Internal stakeholders given accurate financial information and documentation when required.
2. Collaborate with external stakeholders
   • Liaise with suppliers and customers when payments made.

Additional responsibilities:

• Assist with Vodacom contracts
• Vehicle renewals
• Assist with grocery orders
• Ensure that the documents SAD500 etc., whatever is required is loaded onto e-filing when received

Requirements:

Minimum Educational Requirements and Work Experience:

Diploma/ Degree in Accounting

5 years' relevant experience

Preferred Skills, Qualification and/or Experience:

Experience in a manufacturing or similar environment