Purpose of the Role
To support the bookkeeper and financial controller with daily bookkeeping, finance administration, document control, supplier and customer account management, payroll support, and reporting across multiple companies and property development projects. The role also creates backup capacity so the finance function does not depend on one person.
Key Responsibilities
1. Supplier / Creditors Management
- Capture supplier invoices, credit notes and supporting documents accurately.
- Match invoices to quotations, purchase orders, delivery notes and approvals where applicable.
- Reconcile supplier statements.
- Prepare weekly creditor payment schedules for management approval.
- Ensure supplier invoices are paid on time once approved.
- Identify early-payment discounts or settlement discounts where available.
- Track outstanding supplier balances and payment due dates.
- File supplier invoices, statements and proof of payments.
2. Customer / Debtors Management
- Issue customer invoices and statements.
- Allocate customer payments correctly.
- Record cash receipts and bank deposits.
- Follow up outstanding customer payments.
- Maintain updated debtors age analysis.
- Escalate overdue accounts to management.
- Ensure receivables are collected promptly.
3. Bank, Cashbook and Petty Cash
- Capture and allocate bank transactions.
- Conduct monthly bank reconciliations for all company bank accounts.
- Assist with periodic reconciliations of customer, supplier, loan, intercompany and control accounts.
- Maintain petty cash records and supporting slips.
- Flag unusual, unreconciled or suspicious transactions.
- File bank statements and proof of payments.
4. VAT, SARS and Statutory Support
- Ensure valid tax invoices are received and filed.
- Assist with VAT preparation and supporting schedules.
- Help ensure VAT, PAYE, UIF and other statutory records are complete.
- Provide supporting information to the external accountant or tax practitioner.
- Assist with local statutory and compliance reporting where required.
5. Payroll and Staff Admin
- Assist with payroll processing where required.
- Maintain leave records, staff documents and payroll supporting information.
- File payslips, UIF/PAYE records and related documents.
- Ensure payroll information is submitted timeously for review and approval.
6. Office Administration and Procurement
- Purchase office supplies and equipment as authorised by management.
- Monitor office supply levels and reorder where necessary.
- Provide clerical and administrative support to management.
- Maintain organised office and finance records.
- Assist with supplier communication and general administration.
7. Fixed Assets and Equipment
- Maintain a fixed asset register.
- Tag and monitor fixed assets and company equipment.
- Record asset purchases, disposals and movements.
- Assist with periodic asset checks.
8. Project and Company Cost Tracking
- Capture expenses to the correct company, project, supplier and cost category.
- Assist with tracking development project costs against approved budgets.
- Maintain cost files per project, erf or development.
- Help prepare project cost summaries for management.
9. Budgeting and Reporting Support
- Update weekly cash flow trackers.
- Assist with debtors, creditors and payment reports.
- Help prepare monthly management information.
- Assist with budget tracking and basic variance reporting.
- Report significant budget or cost variances to management.
- Provide information to the external accountant for financial statements.
- Assist with year-end and audit file preparation.
10. Filing and Document Control
- Maintain an orderly accounting filing system.
- Keep digital and physical finance records complete and up to date.
- Ensure invoices, statements, POPs, contracts, approvals and compliance documents are easy to retrieve.
- Maintain monthly finance folders for each company.
Required Skills and Experience
- Experience with QuickBooks or similar accounting software.
- Basic bookkeeping experience.
- Good Excel or Google Sheets skills.
- Strong attention to detail.
- Able to work across multiple companies and projects.
- Good filing and admin discipline.
- Understanding of VAT, supplier invoices and basic reconciliations.
- Comfortable handling confidential financial information.
- Able to follow checklists, deadlines and approval procedures.
Pay: R9 000,00 - R11 000,00 per month
Work Location: In person
