Bookkeeper

Job Description : Bookkeeper
You will report directly to the Junior Accountant and Group Financial Accountant on a daytoday basis
and you are required to execute duties as detailed in your job description competently and professionally.
KEY RESULT AREAS:
Debtors Function
1. Check sales contracts – due dates rates calculations barter deals etc.
2. Check and edit existing customer’s details or open new accounts.
3. Open exhibitor folders in each show folder on the shared drive scan and save contracts for each Company.
4. Generate invoices correctly as per the sales contracts and 30 days before it is due.
5. Email invoices to exhibitors and copy sales coordinator.
6. Generate credit notes when requested by the teams ensuring they have been signed off by the PD’s of that Department.
7. Save PDF of invoices/credit notes in the exhibitor’s folders.
8. Capture invoices and credit notes in the debtor’s spreadsheet.
9. File hard copy contracts and all documents for audit purposes.
10. Send invoices and statements to clients when requested.
11. General filing.
12. Produce adhoc invoices as and when required on receipt of a signed contract only.
13. Collect all aspects of revenue for all events timeously in relation to its due dates.
14. Ensure that payments go into the correct bank account for each exhibition.
15. Allocate payments to the correct debtor’s accounts.
16. Ensure the debtor collection report balances back to Sage Cloud Accounting and amounts received in Bank.
17. A copy of the debtors collection report to be sent to each event PD/Sales manager as well as the MD and FD weekly detailing collections and highlighting any concerns in a timely manner.
18. Meet with the PD/GM/allocated person per exhibition on a weekly basis with a report highlighting all first deposits not paid and red flags. This process must continue after the exhibition until fully collected.
19. Meet with the FD/PD and GM as required to go through the full debtors report.
20. Manage queries from all internal and external stakeholders concerning the collection of debtors.
21. Ensure that the system of internal controls relating to debtors are effectively maintained and where needed enhanced.
22. Hand over difficult clients to the debt collectors/attorneys and manage the handed over process by following up monthly and keeping the FD and the relevant show PD/GM informed at all times.
23. Keep the Blacklist updated.
24. Check the unallocated accounts on a weekly basis and ensure this is allocated as soon as possible.
25. Assist with the General Accounts (i.e. general ledger creditors etc.) when needed.
26. Work additional hours from time to time to ensure that all monies are collected on or before the exhibition.
27. Work at certain shows over weekends either in the cash office or doing debt collections in Johannesburg Cape Town and/or Durban.
28. Provide full support to the FD and perform any other duties and responsibilities as deemed necessary fulfill the role.
Creditors Function:
1. Process all supplier invoices accurately and in relation to SARS requirements.
2. Prepare payment for submission and final sign off by GM timeously.
3. Maintains supplier ledgers by verifying and posting account transactions.
4. Always ensure that purchase orders received matches the corresponding invoice.
5. Always double check spelling when capturing supplier invoices.
6. Ensure accurate capturing of supplier invoices and contra deals timeously.
7. Always ensure that all invoices are SARS compliant when received prior to processing in Pastel. Check that correct company information is reflecting on invoices.
8. Check that supplier statements are received and ensure that outstanding invoices / credit notes are requested and cleared within 30 days of query.
9. Check supplier age analysis bimonthly to ensure that costs have not been duplicated and that the supplier account is up to date.
10. All supplier invoices are to be processed prior payment.
11. Preparing of supplier payments. This includes payment management printing of the supplier ledgers and reconciling to the supplier statement.
12. Each supplier payment must be accompanied by a statement from the supplier.
13. All batches to be handed to the Junior Accountant to check prior to updating.
14. Edit and create new supplier accounts on Sage Cloud Accounting if not reflecting.
15. Month end cut off must be adhered to.
16. Assist with the year end audit.
17. Ensure compliance to all company policies and procedures.
Payroll Function
1. Capture Commissions for sales executives into payroll after PD/GM has verified that they agree with the Sales Executives submissions. Sales Executives to submit their commission schedules by the 21st of each month.
2. Prepare payroll on SAGE Payroll and submit pay register to PD/GM to verify before sending to Group Financial Accountant to load for payment.
3. Assist where needed to load unpaid leave or incentives onto Payroll.
Cash book Function:
1. Ensure all transactions in bank statement has been allocated to the relevant accounts and posted daily into Sage Cloud Accounting
2. VAT must be correctly accounted for when processing from the bank.
3. Provide the Group Financial Accountant the month end bank reconciliations for signature.
4. Pull VAT submission report for General Manager/ Group Financial Accountant to review.
Competency:
• Relevant financial qualification and 8 years’ experience in the finance function.
• SAGE Cloud Accounting & Pastel experience advantageous.
• Attention to detail.
• High accuracy.
• Impeccable ethics.
• Efficient working speed