Bookkeeper

Overall Job Purpose

The Bookkeeper is responsible for maintaining accurate and up-to-date financial records for a group of corporate-owned retail stores, ensuring the integrity of transactional data and supporting the finance department’s operational efficiency. The Bookkeeper handles routine financial transactions, reconciliations, and data entry, reporting directly to the Accountant. The role ensures compliance with internal processes and provides reliable financial data to support the Accountant (Aletta Louw) and Finance Manager (Cheryl James) in decision-making.

General Nature of the Work

The Bookkeeper’s role is primarily transactional and detail-oriented, focusing on recording and processing financial transactions across multiple retail stores. The work involves routine bookkeeping tasks, such as data entry, invoice processing, and reconciliations, in a fast-paced retail environment. The Bookkeeper collaborates closely with the Accountant to ensure accurate financial records and supports the finance department’s operational needs.

Main Duties and Responsibilities

• Record financial transactions, including purchases, and payments, in the general ledger.
• Process accounts payable and receivable, ensuring timely invoice payments and collections.
• Perform bank reconciliations to ensure accuracy of financial records.
• Maintain accurate and organized records of all financial transactions for retail stores.
• Prepare basic financial reports, such as expense summaries and transaction logs.
• Ensure compliance with internal financial policies and procedures.
• Update and maintain financial databases and filing systems.
• Verify and process expense reimbursements and petty cash transactions.
• Capture supplier and rental invoices.
• Perform supplier reconciliations and handle related queries.
• Conduct rental reconciliations.
• Execute debtors reconciliations.
• Prepare month-end journals (prepayments, accruals, provisions).
• Perform manual bank uploads per store, as FNB profiles do not permit automatic uploads to Sage.
• Process and allocate cash book entries.
• Track cash handling and bank charges.
• Track telephone fixed costs.
• Manage CashPOS payments report, including reallocation of incorrect store allocations, queries, follow-ups, and confirmation of AODs for recovery.
• Conduct income statement variance analysis and provide commentary for stores.
• Perform general ledger reconciliations.
• Assist with balance sheet reconciliations.
• Manage vehicle logbook allocations.
• Handle recovery billings (motor vehicles, salaries, and warehouse recharges).
• Perform petty cash reconciliation for warehouses.

Ad Hoc Responsibilities

• Follow up on valid tax invoices for fixed assets.
• Conduct legacy supplier reconciliations.

Required Employee Characteristics

• High attention to detail and accuracy in handling financial data.
• Strong organizational skills to manage multiple transactions and deadlines.
• Integrity and trustworthiness in handling sensitive financial information.
• Ability to work efficiently in a fast-paced retail environment.
• Dependability and commitment to meeting deadlines.
• Team-oriented mindset to support the finance department’s goals.

Problem-Solving Skills Needed

• Ability to identify and correct minor errors in financial data entry.
• Basic analytical skills to reconcile discrepancies in bank statements or POS records.
• Practical problem-solving to address issues in transaction processing.
• Capability to troubleshoot system errors in accounting software.
• Resourcefulness in organizing and retrieving financial records efficiently.

Minimum Years of Experience and Qualifications

• Experience:
  
  Minimum of 2-4 years of bookkeeping or related financial administration experience, preferably in retail or multi-unit operations.

Qualifications:

• Diploma or certificate in Bookkeeping, Accounting, or a related field (essential).
• Bachelor’s degree in Accounting or Finance (advantageous but not mandatory).
• Completion of a recognized bookkeeping course (e.g., ICB or equivalent) (preferred).
• Soft and Technical Skills Needed

Soft Skills:

• Effective communication to interact with vendors and internal staff.
• Time management to prioritize tasks and meet deadlines.
• Teamwork to collaborate with the Accountant and other finance staff.
• Attention to detail to ensure accuracy in financial records.

Technical

Skills:

• Proficiency in bookkeeping software (e.g., Quick Books, Pastel, or Xero).
• Basic knowledge of accounting principles and practices.
• Competence in Microsoft Excel (e.g., basic formulas, data entry).
• Familiarity with POS systems and retail transaction processing.
• Understanding of basic tax and compliance requirements.
• Ability to work with financial databases and ERP systems.