Financial Administrator

SUMMARY:
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POSITION INFO:

Financial Administrator must be up to date on pending and current legislation governing acceptable bookkeeping practices and relevant and pending legislation governing the community scheme housing industry and comply with specific requirements of community schemes. Strict compliance with company policies and procedures is vital.

Responsibilities:

Daily processing

• Updating of the bank statements in evolution.
• Mapping of transactions where possible.
• Allocate payments against expense where required.
• Reconciliation of bank statements.
• Checking of new budgets must be attended to.
• Figures for transfers must be calculated and forwarded to transfer division.
• Transfers must be processed and passed on.
• Ensure same day response to all client communications. Compliance with the relative Code of Conduct is essential.
• Owners details to be updated.
• Attend to payments and 3PIM transfers.

General processing

• On receipt of variable readings these must be processed and statements sent out immediately.
• Processing of any other duties such as account reconciliations, the company invoicing.
• Ensure that the following months levies and charges are raised timeously, prior to debit order processing.
• New budgets and levies to be raised for any new financial year.
• Special levies to be raised as required.
• Process collections timeously in terms of company procedure.

Debt, Legal Collection and/or Insurance Guarantees

• a) The procedure will be automated as per the specification to be found on the intranet
• b) Ensure compliance with procedure as detailed on the intranet
• c) Legal collection matters must be processed immediately as per the legal collection procedure on authorisation from the governing body
• d) Where insurance guarantee policies are in place, normal debt collection must take place until these
  accounts must be handed over – refer manual loaded on the intranet and also the insurance guarantee
  claims procedure on the intranet

Month end management accounts

• All management accounts must be completed timeously, but by no later than the 10th working day of each month
• Management pack to be checked by the General Manager, Operations & Finance or Senior Financial Administrator
• Pack to be given to the portfolio manager to check, noting any amendments “Annexure A” - Job Description – Financial Administrator
• Financial Administrator to make the necessary changes immediately and merge all PDF documents into one
• Document to be emailed to the portfolio manager or a copy printed for forwarding on to the trustees

Budgets

• Budgets will need to be done at least 2 months prior to year end
• Ensure that all information pertaining to the schemes, have been entered
• Obtain scheme budget information sheet from the Portfolio Manager
• Process the budgets as per the budget manual
• Once finalised save the excel worksheet into the relevant folder

Audit Year-Ends

• Source the documentation required by the auditor eg copy of the insurance policy, levy schedule, information required from the portfolio manager eg date required back from the auditor, date of the AGM, if the rules have been amended and proof thereof etc
• Check minutes to ensure the auditor is correct
• Complete printed audit file check list.
• Ensure timeous collection, receipt and circulation of draft and final audited financials.
• Final adjustments must be completed and year end finalised timeously.
• Careful note must be made of date that the draft is due back – diarise.
• Follow-up before due date.
• Although the administration division assists with the collation of the audit files, it is the responsibility of each financial administrator to ensure that all audits are handled timeously.

SARS

• Obtain a copy of the signed audited financials within requisite time period
• Ensure that your details are entered on the SARS assessment
• Enter all the details from the financials onto the SARS assessment as per the manual
• Check on the ‘other income’ and interest received by the scheme and calculate tax in terms of SARS requirements and advise scheme accordingly

Other

• Timeous attendance of all correspondence and escalations
• Careful and accurate processing, including all income to the company
• Proper handover and processing of internal scheme changes
• Relief for other financial administrators, including rental financial administrators if required
• Escalate issues / concerns timeously
• Dealing with all matters relative to their portfolios
• Daily down loading of bulk bank statements
• Updating control sheets and monitoring work requirements