Duties and Responsibilities: Creditors: Ensure accurate capturing of creditor invoices, including correct account allocations, VAT, amounts, and attachment of relevant supporting documents. Review and approve creditor invoices uploaded into Xero by the Accounts Clerk. Assign payment dates to bills based on due dates. Perform monthly reconciliation of all creditors with balances due at month-end. Review and approve all Non-Supplier Purchase Orders in Xero, ensuring timely conversion and invoicing. Maintain supporting documentation, including creditor invoices and supplier quotes. Update and improve existing creditor processes, documenting all improvements. Contractors, Mileage, and Expense Claims: Process contractors, mileage, and expense claims on a fortnightly basis, following the same procedures as creditors. Ensure all supporting documentation is attached, including invoices, sign-off forms, and approvals by regional managers. Update and improve the process for handling claims, documenting internal controls and procedures. Suppliers: Ensure accurate capturing of supplier invoices in DEAR, which automatically sync to Xero, including account allocations, VAT, and attachment of supporting documents. Ensure supporting documents include supplier invoices and delivery/collection notes signed by recipients. Allocate deposit prepayments to invoices where applicable. Review monthly reconciliations of supplier balances at month-end, as prepared by the accountant. Reconcile the payments bank account on a daily basis. Inventory Control: Conduct monthly reconciliations between DEAR inventory and Xero. Address and resolve reconciling items. Liaise with the Warehouse Manager to ensure quarterly stocktakes are completed. Process inventory adjustments as required (e.g., after stocktakes). Update and improve inventory processes, ensuring documentation is maintained. Month-End Process: Coordinate the finance team to ensure month-end processes are completed no later than the 14th of each month. Update the finance planner with due dates and assist the team as needed to ensure timely completion. Balance Sheet: Ensure the accuracy of the balance sheet for reporting purposes. Prepare monthly schedules for each line item and perform overall balance sheet reconciliations against the trial balance. Maintain supporting documentation for all schedules on SharePoint. Review and approve all journal entries in Xero, ensuring they are accompanied by supporting attachments. Maintain an updated schedule of all shareholder loans, reflecting changes to the prime rate. Manage the Fixed Asset Register, including registering new assets, disposing of obsolete assets, and running monthly depreciation. VAT Compliance: Perform monthly reconciliation of VAT reports and the VAT control account prior to submitting VAT returns. Update and resubmit VAT returns as required. Conduct annual VAT reconciliations for audit purposes. Manage any IT14SD audits that may arise. Monthly Operational Fee Invoicing: Ensure accurate preparation of monthly operational fee invoices, including auditing current billing against contractual obligations. Oversee and ensure the accuracy and timeliness of automatic billing processes in accordance with client requirements. Annual Audit Assistance: Assist the Finance Manager with the annual audit by providing schedules, supporting documents, and reconciliations as required. Respond to auditor queries and facilitate smooth audit processes. Ad-Hoc Duties: Assist the CEO or CFO with any departmental or organizational tasks as required. Requirements: CA Experience in Xero Accounting 5 years Relevant experience Excellent interpersonal skills, team building skills, bookkeeping skills, analytical and problem-solving skills, decision making skills, effective verbal and listening communications skills, attention to detail and high level of accuracy, very effective organizational skills, effective written communications skills, computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs, and email at a highly proficient level, time management skills. Honest Trustworthy Hardworking Dedicate & Respectful
