Accounts Administrator

SUMMARY:
We are assisting our client in recruiting for a Accounts administrator position.

POSITION INFO:
The Accounts Administrator is mainly tasked with the day to day detail credit control functions of the finance department. This role is also responsible for ensuring that the relevant financial reports required for the efficient running for the Company and are readily available for the Financial Manager.

Tasks to be performed and responsibilities:

• Accounts admin – Credit control - Receipts
• Keep records of customers’ accounts.
• Keep records on amounts owed by customers and amounts received.
• Maintains routine and accurate bookkeeping.
• Keeps records of payments received.
• Determines which accounts are overdue.
• Contacts companies who owe money in writing or by telephone to recover the outstanding balances.
• Credit vetting of new customers.
• Maintaining contact with clients to ensure invoices are clear for payment.
• Sending statements to customers monthly.
• Resolving queries both internally and externally around outstanding invoices.
• Providing accounts information to internal departments and for sales meetings.
• Provide supporting documentation for audits

• The accounts admin secondary role maintains the system which allows for the analysis of the financial transactions of the Group by establishing and revising the chart of accounts, by updating the definitions of the bookkeeping policies, by continual updating of the account procedures, by ensuring that all financial filing is done on a weekly basis and by regularly informing the users of the accounting system of any changes or improvements.

• Maintains the accounts within the general ledger by verifying relevant documentation prior to posting, by correctly allocating the income and expenditure according to the chart of accounts, by posting the transactions timeously and by filing the documentation systematically.
• Ensures that the correct balances are maintained within the general ledger accounts by reconciling the entries back to a check balance system, by ensuring that journal entries reflect the actually necessary and do not compromise the accounting system.
• The accounts admin maintains the integrity of the General Ledger balances by regularly/monthly preparing a trial balance, cost of sales account, profit and loss account,petty cash reconciliation account and reconciling entries which may be used by the Financial Manager in producing the quarterly Balance Sheet of accounts.

• The accounts admin maintains a timely and an accurate month end reporting regimen which aims at producing the reports required to ensure that the Group has an early warning system in place to deal with any anomalies which may arise in that accounting month. These will include but not be limited to; unusually low cash flow, unusually high stock balances, unusually low sales income, unusually high expenditure, unexpected large expenses to be paid, and unusually high salary payments.
• Unusual can be defined as – not within the agreed upon management parameters which have been previously set by the Financial Manager.
• The accounts admin prepares the required weekly and monthly financial reports by verifying that all the required information has been captured by; the bookkeeper, the sales department, the inventory department and workshop administration; by astutely analysing the accounting information and forecasting realistic business trends

• The accounts admin maintains all the legal reports that are required by the Government, the Tax offices including VAT, GST and PAYE, the local municipal authority, and the auditors.
• In fulfilling the requirement of point 4.1.
• The accounts admin will endeavour to comply with local legal requirements, enforce adherence to those requirements, timeously file the required and/or necessary reports, and immediately advise management of any actions that are required and will follow up to check that action has been taken.
• Maintains, manages and delegates the filing of the accounting documentation that is required to fulfil Legal, historical and accounting requirements, which will also support the audit and stocktaking activities of the Group.

• Efficiently manages the credit control function of the Group ensuring that maximum benefit is derived via rigorous collection of outstanding monies.
• Ensures that discounts to the company are received.
• Maintains relevant cash flow information in managing the payments of the debtors.
• Maintains, updates and keeps relevant the chart of accounts.
• Manages the general ledger and maintains accurate balances and meaningful reconciliations.
• Produces the required management reports on time and ensures their accuracy supports meaningful future trending.
• Ensures that all the legal requirements are met, and the Group maintains good relations with all legal entities.
• Maintains the standard of excellence necessary to ensure the ongoing financial health of the Group.
• Keeps Management informed of any situations which are deemed to be contrary to the benefit of the Group regardless of personal feelings and/or loyalties.