Bookkeeper/Accounts Manager

SUMMARY:
A well-established organisation in Pietermaritzburg is seeking an experienced Bookkeeper / Accounts Manager to manage financial administration and reporting. The ideal candidate is a detail-driven finance professional capable of both strategic oversight and hands-on financial management.

POSITION INFO:

Key Responsibilities

Financial Management

Capture and maintain all financial transactions in Pastel accounting software.

Ensure all creditor invoices are captured and reconciled with supplier statements.

Dispatch debtor invoices and ensure all tax invoices meet statutory requirements.

Capture payments weekly and maintain accurate debtor age analysis.

Attach credit notes to relevant tax invoices with clear supporting documentation.

Reconcile debtor and creditor accounts monthly and issue remittance advice.

Debt Collection

Maintain regular communication with debtors and document all interactions.

Follow up on outstanding accounts and ensure payments are received.

Confirm receipt of invoices and documentation with customers.

Ensure debtor balances do not exceed 60 days outstanding.

Debtors and Customer Accounts

Manage customer credit terms and discounts in consultation with management.

Ensure all customers complete credit applications and adhere to approved credit limits.

Issue annual price lists to customers.

Supplier Management

Maintain supplier information and documentation on Pastel.

Ensure only approved suppliers are used.

Negotiate favourable pricing and payment terms.

Maintain and update raw material price lists monthly.

Ensure all raw materials have required documentation such as MSDS, PDS, specifications, and COAs.

Stock and Inventory Control

Monitor minimum and maximum stock levels.

Investigate stock variances exceeding ±3%.

Record and reconcile inventory transactions accurately in Pastel.

Petty Cash Management

Maintain petty cash records and vouchers.

Monitor minimum petty cash levels and prepare expense reports when replenishment is required.

Financial Reporting

Prepare monthly management accounts and financial statements.

Produce monthly income and expenditure reports by cost centres.

Identify anomalies and recommend corrective actions.

Submit management accounts to the Managing Director by the 7th of each month.

Budgeting & VAT

Prepare annual budgets in consultation with senior management.

Ensure VAT funds are transferred to a dedicated account and payments are made on time.

Meetings & Administration

Organise and take minutes of weekly finance meetings.

Ensure action items from meetings are implemented.

Maintain efficient filing and document management systems.

Procurement

Procure goods and services according to company policies.

Prepare approval documentation and negotiate terms with suppliers.

Office Equipment

Maintain all office equipment including computers, printers and furniture.

Report malfunctions or damages to the Managing Director.

Audit Preparation

Assist external auditors with documentation and information required for the preparation of annual financial statements for multiple companies.

Minimum Requirements

Qualifications & Experience

Relevant Accounting or Financial qualification.

Proven experience in a similar Accounts Manager / Financial Administration role.

Strong knowledge of Pastel Accounting Software, Excel, and Microsoft Word.

Experience managing debtors, creditors, and financial reporting.

Skills & Competencies

Excellent organisational and administrative skills

Strong attention to detail and accuracy

Strategic thinker with problem-solving ability

Good negotiation and communication skills

Ability to multitask and manage deadlines

Strong leadership and team coordination ability

Personal Attributes

Focused and detail-oriented

Reliable and accountable

Strong interpersonal communication skills

Ability to work independently and within a team

Physically fit and willing to work extended hours when required

Additional Information

The role involves regular interaction with staff, clients, and suppliers.

The successful candidate will play a key role in maintaining financial control and supporting business operations.