Bookkeeper and Administrator

6 months ago

Durban, South Africa GlueData Services Full time

**Bookkeeper and Administrator**

**Company Overview**

GlueData is a specialist data consultancy that helps global SAP clientele master their data. Our tight-knit team prides itself on delivering outsized results, fuelled by genuine passion and a culture of collaboration. GlueData is an independent, owner-managed company. Due to our expertise and focus on SAP data solutions, we are proud SAP Gold Partners. We are also one of a handful of global SAP Recognised Expertise in Data Management partners.

**Role Function**

Support the Finance Executive with financial activities and perform office administration and other administrative functions within the company.

**Required Skills and Experience**
- Degree or diploma in Accounting or Finance.
- Minimum of 4 years' experience in a similar role performing bookkeeping and administrative duties.
- Previous experience with Xero (advantageous).
- Previous experience with MS Office.
- Great time management; planning and prioritisation skills.
- Self-starter and takes initiative.
- High level of emotional intelligence.
- High level of internal customer service orientation.
- Good interpersonal skills.
- Great communication skills (written and verbal).
- Attention to detail.
- Team player.
- Fast learner.
- Problem solver

**Finance Administration**
- Ensure updated insurance policies and assist with administering other policies as requested.
- Inform the Finance Executive of any changes impacting the asset register.
- Follow-up on invoices & support with vendor creation.
- Respond to ad-hoc suppliers’ queries.
- Perform monthly billable travel recon.
- Quarterly bonus assistance (Check billable hours per quarter - complete template).
- Perform monthly credit card recon.
- Draft Finance related letters, i.e., Home Office letters, etc.
- Audit contracts with Customers and Partners, quarterly.
- Manage and maintain all financial information that might be required by law and by the companies’ auditors.
- General Correspondence.
- Verification of Banking Details.
- Assisting with financial audit reports.

**Xero**
- Manage the day-to-day running of Xero. Where possible, update/process all financial transactions including Debtors, Creditors and Consultant bonuses.
- Reconcile the following:

- Debtors
- Creditors
- Bank accounts reconciliation
- Monthly journals
- Pre - payments and accruals
- GL and tracking categories maintenance
- Harvest project cost allocation in Xero

**Payments**
- Preparation of creditors payment schedule.

**Invoicing process**
- Contractors Invoices: monthly follow-up with contractors, compare to Harvest time capture, rates agree on the invoice.
- Capture contractors’ invoices and credit card recon in Xero monthly.
- Prepare all supporting documents for Customer invoices - timesheets, travel expenses, etc.
- Produce a summary spreadsheet of invoicing vs. direct costs (cost of flights/accommodation/expenses/consultant invoices).
- Ensure that external contractors are paid 30 days after invoicing and that the invoices are in line with the GlueData operations and client contracts.

**Cash Management**
- Assist the Financial Executive to meet the targets set on cashflow through collections:

- Phone customers for payment.
- Trace overseas transfers from customers and allocate these.
- Organise foreign currency for consultants.

**Compliance**
- Support and gather B-BBEE content to support the Finance Executive in the re-certification process.
- Manage the SAP license and renewals.
- Manage Microsoft licenses and renewals.
- Complete quarterly audit on all GlueData systems (Harvest, Microsoft, Payspace) to ensure new joiners are added, employees who left are removed and no unnecessary payments are made.
- Ensure POPI compliance across processes and practices within the company.
- Support the People Executive with the reviewing and implementation of the Employee Health & Safety (EHS) portfolio.
- Coordinate corporate social responsibility initiatives, e.g. volunteering days for employees.
- Provide support with any other compliance-related activities.

**Administration**
- Purchase and manage office supplies for all 3 offices, Cape Town, Durban and Johannesburg.
- Manage office maintenance at the 3 offices.
- Support the social committee or Directors with administrative arrangements for company or company social events.
- Support the Social committee and People team with sourcing and sending employee gifts.
- Managing office leases, building management and insurance for all regions.
- Manage any other administrative requirements related to the offices.
- Assist Executives and Directors with administration tasks and scheduling of meetings as requested.
- Execute Company secretarial activities and engage with external Auditors in this regard.

**General**
- This role reports to the Finance Executive.
- This role supports the People Executive and Directors.
- This role has no direct reports.
- This role is based in Durban.
- Travel may be required.

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