Description
Office Manager and Bookkeeper
Montague Gardens
The purpose of this role is to act as and fulfill the responsibilities of the Office Manager and Bookkeeper and support the Financial Manager in the Administration Department, in the effective reporting and maintenance of the accounting controls and records. Further roles include managing the Procurement Process, managing Consumables, arranging international shipping of Products, and assisting with functions of the HR, Quality and Health & Safety Managers. Internal and External Interaction, Internal: All, External: Clients, suppliers, contractors, and service providers, regulatory, accountants.
The key responsibilities of the Office Manager include:
OFFICE MANAGEMENT
A. Administrative & Bookkeeping
-General bookkeeping on the company’s accounting software platform (Odoo ERP)
-Customer Invoicing and Debtors recon
-Supplier Payments and Creditors recon
-Monthly bank reconciliations
-Managing the Fixed Asset Register
-Insurance management: ensuring that all equipment is on the correct type of -insurance, and updating insurance structure as warranties expire
-Managing bank controls
-Managing petty cash
-Managing office and lab consumables
-Compiling monthly information to the external accountant for:
Payroll administration
VAT recon and submission
Monthly management accounts
-Loading payments on Business Banking
-Assisting Financial Manager in the annual audit which includes:
Audit work and control assessments
System descriptions
Coordinating year end stock counts
Coordinating year end asset verifications
B. Secretarial
-Handling travel arrangements: scheduling, bookings, etc. for clients and internal
-Scheduling and bookings of staff training(firefighting, first aid, etc.)
-Overseeing the Goods receiving Process: managing team that receives goods
-Procurement and supplier relations:
Following up on outstanding orders
Negotiating payment terms with suppliers
-Document control: scanning and filing complete records, registers etc. storing in correct locations
-Scheduling calibrations and services of equipment
C. Logistics
-Scheduling and tracking the outgoing international shipment of products to the US and EU
-Scheduling and tracking of inbound raw materials from international suppliers
-Liaising with Freight Forwarding partners to coordinate shipments and assist in goods clearance through Customs
-Engaging with Customers to monitor and track goods, plus provide the necessary shipping paperwork.
Job Requirements:
-Education: Bookkeeping / Accounting
-Qualification: Senior Bookkeeping Diploma or relative diploma is preferable
-Work Experience: 3 - 5 years
-Technical Skill/Knowledge:
Experience in maintaining accounting records of a Company. Specific experience within a manufacturing company will be preferable but not Ability to work within a start-up environment that may require specific tasks outside of Roles and Responsibilities. A well organised individual who can manage and keep track of payments to suppliers and from customers on a continuous basis. Being able to keep track of supplier emails, payment terms and timing of month end payments is crucial. Understanding of international logistics and INCOterms is beneficial. High attention to detail, with excellent problem-solving, analytical, technical, IT and numerical abilities are crucial. Strong verbal and written communication skills with a good understanding of Microsoft Office and Google based programs will be crucial, with an affinity to learn new systems quickly. People management skills to be able to manage a team of 2-3 people.
-Behavioural Competencies:
Good communication skills and eager to engage with Customers and Suppliers in a professional and positive way. Deadline driven individual who understands the importance of working with the Financial Manager to meet specific monthly, quarterly, and annual deadlines. Strong leadership skills to be able to manage a small team of 1-2 people. Attention to detail, meticulous, resilient, determined, able to work under pressure, takes initiative, teamwork
CV’s without the following will not be considered:
-Complete academic records of tertiary education as well as matric results
-Details of all previous work experience even if non-financial of nature
-At least three recent references
Salary
Our client offers a salary of R20 000 – R22 500 depending on qualification and experience.
Applicants who feel they fit the above profile and meet ALL the minimum requirements are urged to apply for this position.
Please note that only shortlisted candidates will be contacted.
Salary:R20 000 – R22 500
Job Reference #: Office Manager and Bookkeeper
Consultant Name: Fran Vosloo
Id Subtitle 878085404
