Bookkeeper and Office Administrator

2 weeks ago


Johannesburg, Gauteng, South Africa David Lewis-Browne Framers and Gilders Full time
Bookkeeper and office admin job description
Roles and responsibilities

Suppliers:

Capturing supplier invoices into Sage
Monthly supplier reconciliation
Pulling the supplier days balance outstanding report and investigating balances of a longer period than 30 days
Reconciling balances per Sage to supplier statement

Bank:

Monthly bank reconciliation per bank - ensuring the bank statement agrees to the balance as per Sage. Follow up with any discrepancies
This includes
Importing bank statement data into Sage
Allocating bank statement transactions
Reviewing VAT against VAT rules and ensuring appropriate VAT selected
Monthly Yoco bank reconciliation
Downloading the monthly Yoco statement
Adding the Yoco transaction fee to the Yoco account and ensuring the Yoco account balances to the statement

VAT:

VAT period reconciliation
Before the submission of VAT after every two months - a VAT reconciliation is required to be performed
Scan the VAT report for accuracy and ensure VAT is treated appropriately
Compare amounts per VAT201 reports per Sage to customer invoices report and purchases per Sage
Review the customer invoices report on Sage and recalculate the VAT - follow up on discrepancies and ensure correct VAT treatment
After submission compare VAT201 submission per SARS Efiling to VAT 201 reports per Sage

Other:

Monthly cost of sales review
Review the cost of sales transactions and ensure appropriately categorised
Annually
Preparing the trial balance for the Annual Financial Statements
Maintain the fixed asset register
Add additions into the register with correct details
Prepare Payroll and implement
Keep provident fund updated
Credit card transactions on collection
Quotes and invoices
Sending quotes and invoices to clients
following up to make sure we get a response from quotes and invoices
Work out costing / quotes
Send statements
Compliance
Keep compliance docs updated
Workmans comp, BEE, SARS
Stock orders and receiving
Gather all stock to be ordered and place orders
Follow up with orders
Receive orders - check sizes and qty. follow up with what was not ordered.
HR
Keep all HR procedures updated
Record leave
Record advances / repayments
Record contracts and all personal docs
Assist in performance reviews
Record overtime
General office admin
Assist with office supplies / shopping
Answer phones and solve as much as possible before passing on.
Check junkmail daily and sort
Assist with collections
manage transport collections
build relationships with clients - they need to know that we're on top of things
possibly send finished frame pix to clients
Send quotes / invoices
follow up with quotes sitting in Monday
keep an eye on general studio tidiness
be willing to assist with looking after clients - coffee/tea - while waiting or consulting.
Have a helping attitude towards all studio requirements / activities

REQUIREMENTS:

Bookkeeping skills,
Drivers licence,
Organisational skills,
Interpersonal skills.
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