Responsibilities:
Information systems
· Functionality and information of SpaceBiz is up to standard and to the requirements of the company needs (Debtors/creditors details up to date)
· Correct procedures are written for the usage of the system.
· Security access to the system and levels of security are in place for each user.
· Simplify all data into usable reports and information through programming of the system.
· Ensure that all the staff are trained and skilled to perform their daily operations through the best IT resources.
Pastel Accounting & Payroll
· Correct data captured into the system.
· Financial data captured correctly.
· Payslips correctly imported with correct information.
General Software/Hardware
· All systems are standardised throughout the company.
· Functionality of hardware is up to date and utilised.
· Development and maintenance of the company IT plan.
· Ensure that all the staff are trained and skilled to perform their daily operations through the best IT resources.
· Emails are functional and operational.
· Security of company information and effective backup systems internally & externally.
· Software used is to improve work performance and ease of work.
· Telecommunication is functional and operational.
Accounting:
Cashbooks
· Capturing of Bank statements.
· Update Creditors information.
· Record keeping of payments made & outstanding.
· Daily & Monthly payments.
· Petty cash balancing / control.
Debtors
· Financial clearance of all projects.
· Age analysis management.
· Record keeping of payments made & outstanding.
· Debtors monthly report.
· Update Debtors information.
· Ensure that prices are correct / updated - Regular price comparisons.
· Debtors statements administration.
Creditors
· Age analysis management.
· Credit application procedures.
· Monthly reconciliation of supplier accounts (Tax Invoice, POD, PO, GRV)
· Improve settlement discount agreement.
· Any discrepancy to be reconciled and corrected.
· Ensure that prices are correct / updated - Regular price comparisons.
· Data capturing of fuel slips.
Data Capturing
· Import and capturing of supplier invoices received.
· Import and capturing of customer invoices delivered.
· Data captured is up to standard with correct information.
Sub-Contractors administration
· New sub-Contractor contracts and information.
· Bank details to be confirmed.
· Buy-Out Report updated on a two-weekly basis.
· Subbie retention reconciliation.
Inventory Control
· Monitor and control current inventory levels.
· Stock stake figures Weekly, Monthly, and yearly.
· Optimal Storing area.
· First in first out inventory system.
· Picking list and allocate inventory for production.
Human Resource
Personnel Records
· Employee files are up to date with all documents in place.
· Employment contracts are relevant and signed, with correct information of employee.
· Leave record are kept of each employee and notified of the leave status.
Training
· Employee training is done for relevant departments.
· Company certificates are kept in order and relevant (BIBC, BEE, Employment Equity, Skills Development, Asbestos, WMC, FEM.
Clocking System
· Employee clock in system is functioning.
· Employee working hours recorded and any non-compliance reported.
Recruitment
· Correct recruitment procedure followed as per policy.
Disciplinary
· All company rules are provided.
· Necessary disciplinary steps are followed where employees are not cooperating within company rules and labour law.
Improving staff working environment
· All complaints to be processed.
· Improving the moral of the company.
· Company traditions.
Social Committee
· Administration of all social functions and activities within the budget.
· Keeping records of staff birthdays and Celebrations.
Payroll
· Monthly, fortnight and Subbie payslips to be.
· Provident fund for all internal companies.
Health & Safety
Construction
· All OHS procedures are in place for working on site.
· Non-Compliance to be corrected and procedures to be followed with preventative action.
· Any accidents / incidents reported, and the necessary steps taken.
· Regular health & Safety meetings held with feedback reports.
Factory
· All OHS procedures are in place and correct signage in place to comply with the law.
· Regular OHS meetings held and recorded as prescribed by OHS law.
· Any accidents/Incidents reported, and necessary steps taken.
Office
· All OHS procedures are in place and correct signage in place to comply with the law.
· Regular OHS meetings held and recorded as prescribed by OHS law.
· Any accidents/Incidents reported, and necessary steps taken.
· Professional Consultant.
ISO management
· Up to date on a monthly basis.
· Authorisation to be provided for all procedures by C.E.O. of the company.
Financial
· Cost management Monthly check on expenditures and cost saving methods.
· Inventory Control Monthly Stock take procedures.
· Financial documents are correct and in line with auditors requirements.
· Monthly management statement.
· Financial reporting.
· New projects / business opportunities.
· Future development.
· Finance options.
Insurance
· Yearly insurance evaluation.
· Credit Insurance: All debtors to be trading within the company / credit insurance policy.
· Company Insurance: All administration functions.
Administration
· Reception Presentable for clients.
· File system Functional and operational.
· Facility Maintenance - Functional and operational.
IT Infrastructure
· All staff computers are up to date and working accordingly.
· IT Security.
· Emails.
· Microsoft packages.
· Secure storage for all company files.
· All staff cell phones are up to date.
· Upgrades.
· Monitor users.
Requirements:
· Relevant Financial Degree and CIMA / SAIPA qualified.
· Post articles experience within a manufacturing company will be beneficial.
· Accounting software experience.
· Tech savvy able to make sure companies IT is fully functional.
· Able to manage a team and oversee company operations.
· Able to work within a fast-paced environment and handle multiple tasks at once.
· Organized and excellent problem-solving abilities.
· Follow company procedures.
· Able to take risks and make decisions.
