Role Purpose

The Bookkeeper is responsible for managing the full bookkeeping and payroll function, ensuring accurate financial record-keeping, compliance with statutory requirements, and efficient processing of all accounting transactions. The role supports the business by maintaining financial integrity, ensuring timely reporting, and managing payroll and related administrative processes in accordance with company standards and legal requirements.

Key Responsibilities

Data Capturing and Filing
Capture all supplier invoices accurately on the approved accounting system
Process payroll-related data on the approved payroll system
Maintain a structured and efficient filing system for financial and employee records
Ensure proper archiving of documents in line with company standards and statutory requirements, including POPI and PAIA legislation

Payroll Administration
Manage and process monthly payroll, including calculations and payments of salaries and wages
Handle payroll queries, investigate discrepancies, and ensure timely resolution
Reconcile and process statutory and third-party deductions, including PAYE, UIF, SDL, medical aid, provident funds, garnishees, and union deductions
Ensure accurate and timely payment of all payroll-related obligations
Manage reporting and submission of WRA and IOD claims, including liaison with relevant authorities within required timeframes
Maintain communication with bargaining councils, statutory bodies, and regulatory agencies
Ensure employee records, including leave and supporting documentation, are accurate and up to date in collaboration with HR
Ensure full compliance with legislative and company requirements, including POPI and PAIA

Accounting and Financial Management
Perform bank reconciliations, including cash, EFT, speed point transactions, and debtor deposits
Capture and process all financial transactions on the approved accounting system
Prepare and reconcile monthly creditor statements and ensure timely payments within agreed terms, subject to approval
Maintain controls and procedures for all payments, including EFTs and petty cash
Execute monthly accounting processes in line with company standards
Prepare and submit month-end and year-end financial reports within required deadlines
Administer VAT201 and EMP201 submissions, including reconciliations and payments to SARS within statutory deadlines
Assist with EMP501 bi-annual reconciliations and submissions in collaboration with external consultants
Support audit processes by providing all required documentation and information
Prepare documentation for credit applications as required
Manage and resolve financial queries, providing feedback to management on progress and outcomes

Cash and Float Management
Manage site change floats and ensure monthly balancing, reporting discrepancies to management
Maintain control and security of petty cash and ensure accurate record-keeping

Office and Process Management
Oversee the accounting office and ensure all processes are functioning effectively
Manage and coordinate accounting-related tasks, including those delegated to administrative staff
Ensure adherence to financial controls and company procedures across all functions

General Responsibilities
Address employee queries related to payroll and accounting functions
Report directly to Directors and provide regular updates on financial matters
Liaise with senior management and relevant departments as required
Support operational requirements and carry out additional duties as needed
Ensure that all employees contributing to the accounting function perform their roles effectively

Systems
SAGE 300 Accpac
SAGE 300 People Payroll