Bookkeeper and Personal Assistant

The closing date for applications are Friday, 30th April 2021.

Daily Requirements: (Key Tasks and Accountabilities)

Check authenticity of invoices/claims and make sundry day to day payments to suppliers and others.
Raise invoices and follow up on amounts due from clients.
Process and reconcile the Bank Accounts, Credit Cards and Petty cash payouts and Cash/Credit Control Accounts, and ensure all the slips are attached.
Ensure all transactions are allocated to the correct accounts.
Manage and issue staff leave forms and staff loan forms and ensure that they are signed by the appropriate manager before being filed.
Ensure that the filing is done on time and that all documents are properly stored and maintained in accordance with legislation.

Month end Processing:

Prepare journals and complete financial accounts to Trial Balance every month according to agreed upon deadlines.
Produce Trial Balance for the CFO.
Ensure monthly processing of Invoices.
Ensure all expenses are captured and included in the month end processing.
Ensure that the internal debtor’s accounts have all been journalized.
Review and sign off the month end check list and create a month end file with all the relevant documentation i.e. Asset register, Asset file, contracts etc.
Ensure all Open Documents are reconciled monthly and outstanding reconciling items are followed up on and resolved.

Salaries:

Creditors:

Ensure that all expenses/purchases have been accounted for or accrued.
Ensure that all suppliers’ invoices have been matched up to orders.
Ensure all creditors have been reconciled prior to loading monthly payments.
Prepare a list of all creditors’ payments to be done at month end as well as any weekly and fortnightly paid creditors that may have to be paid and provide same to the CFO for authorisation.

Fixed Assets:

The Fixed Asset register is to be maintained and reconciled.
Monthly depreciation journals to be calculated and processed.
Statutory returns.
Complete required statutory returns and ensure that monthly payments for VAT, PAYE, UIF and SDL are done on time.
Ensure that the bi-annual EMP’s reconciliation process is done on time.
Ensure that annual payments for Provisional Tax, Income Tax, and W.C.A. are paid on time.

Office Management:

To be stationed at the reception during office hours, including welcoming visitors and answering of phones
To attend to and manage the office and ensure it is always clean and presentable
Manage the calendar, appointments and generally assist with reminders, etc for members of the management, specifically for the chairman who is located at the office permanently
Arrange all travel: Visas, flights, transport, hotel bookings, travel subsistence for members of management or other members or guests of the company upon request
Organise and manage the filing systems and files:
General office files.
Employees files.
Electronic storage system being Dropbox.
Attend to the telephone and messages at the office.
Manage support staff, their files and leave, for example:
Driver/gardener.
Maids/cleaners.
Receive and attend to visitors at the office and serve refreshments including tea/coffee, water.
Liaise closely with the Johannesburg and Africa offices.

Other duties:

Eduction, Experience and Competencies Required:

Tertiary Accounting Diploma / Degree.
Minimum of 5 – 10 years in Bookkeeping and Office Management/PA experience required.
Experience in Pastel Partner accounting software (essential).
Experience in full payroll processing on Pastel Payroll (essential).
Experience in full processing on an ERP system.
Experience in word processing and outlook express.
Deadline driven.
Team Player.
Able to work under pressure.
Able to multi task.
Own reliable transport.

Desired Skills:

Desired Work Experience:

Desired Qualification Level: