Bookkeeper and Personal Assistant

Remuneration:	R20000 - R25000 per month cost-to-company
Location:	North Riding
Education level:	Diploma
Job level:	Mid
Own transport required:	Yes
Type:	Permanent
Reference:	#BKP00001

We are seeking a highly organised, detail-oriented, and proactive individual to join our team as a bookkeeper and personal assistant. This dual-role position is critical to ensuring the smooth financial operation of our high-end vehicle business and providing executive support to our General Manager and Financial Manager.

The ideal candidate will have a strong background in bookkeeping, particularly in managing invoicing, debtors, and creditors, excellent communication skills, and the ability to manage multiple tasks efficiently. This role also involves occasional direct interaction with customers to ensure their needs are met with professionalism and prompt service.

Key responsibilities:
Bookkeeping:
Financial record keeping:

• Maintain accurate financial records, including day-to-day transactions, ledgers, and reconciliations.
• Manage accounts payable and receivable, ensuring timely payments and invoicing.
• Prepare financial statements and reports, including profit and loss statements, balance sheets, and cash flow statements.

Invoicing:

• Generate and issue invoices to clients in a timely and accurate manner.
• Monitor outstanding invoices and follow up on overdue payments.
• Ensure all invoices comply with company policies and are recorded accurately in the accounting system.

Debtors and creditors management:

• Manage the debtor’s ledger, ensuring all receivables are collected promptly and recorded accurately.
• Monitor and maintain the creditor’s ledger, ensuring all payables are settled within agreed terms.
• Reconcile debtor and creditor accounts on a regular basis and resolve any discrepancies.

Budgeting and forecasting:

• Assist in the preparation of budgets and financial forecasts.
• Monitor expenses against budgets and provide regular reports on financial performance.

Audit and compliance:

• Prepare and assist with audits, ensuring all financial documents are accurate and readily available.
• Ensure compliance with all financial regulations and company policies.

Banking and cash management:

• Manage company bank accounts, including deposits, withdrawals, and bank reconciliations.
• Monitor and manage cash flow to ensure the company’s financial stability.

Personal assistant:
Executive support:

• Provide comprehensive administrative support to the General Manager and Financial Manager.
• Manage and organise executives' calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, take minutes, and follow up on action items.

Communication and correspondence:

• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Draft and proofread documents, reports, and presentations as needed.

Office management:

• Coordinate office operations, including ordering supplies, managing vendors, and ensuring a well-organized workspace.
• Assist with the planning and execution of company events, meetings, and conferences.

Customer interaction:

• Occasionally interact with customers, providing assistance and responding to inquiries in a professional and courteous manner.
• Coordinate customer visits and meetings, ensuring a positive and seamless experience.
• Assist in handling customer-related documentation and follow-ups as needed.

Confidentiality:

• Handle sensitive and confidential information with the utmost discretion and professionalism.

Requirements:
Education:

• Diploma in bookkeeping, accounting, finance, business administration, or a related field.

Experience:

• Minimum of eight years of experience in bookkeeping, particularly in managing invoicing, debtors, and creditors, preferably within a high-end or specialised industry.
• Previous experience as a Personal Assistant to senior management is highly desirable.
• Experience in customer service or client-facing roles is an advantage.

Technical skills:

• Proficiency in QuickBooks accounting software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with financial reporting, invoicing, and debtors and creditors management.

Interpersonal skills:

• Excellent organisational and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Customer-focused with a professional demeanour.

Personal attributes:

• High level of integrity, professionalism, and confidentiality.
• Attention to detail and accuracy in financial and administrative tasks.
• Proactive approach to problem-solving and decision-making.
• Ability to maintain a professional demeanour while contributing to a positive and light-hearted work environment that values humour and camaraderie.
• Adaptable and able to thrive in an environment that balances seriousness with a fun, friendly and engaging atmosphere.

Languages:

• Fluent in English and Afrikaans is a non-negotiable.

Posted on 30 Aug 10:27, Closing date 29 Oct