Bookkeeper/Compliance Administrator

Description:

This role is responsible for the daily administrative functions relating to all property’s services, maintenance and insurance . This role is office-based which involves many hours of computer use. A high level of accuracy and the ability to meet deadlines essential. Multi-tasking a prerequisite.

Key Accountabilities:

Maintenance Admin:

• Print & Prepare Invoices for Finance
• Update Repairs & Maintenance spreadsheet.
• Following up on outstanding invoices.
• Follow up on Dispute Invoices
• Prepare Credit Notes for Finance
• Follow up on all queries for Retailers

Maintenance Fueled System:

• GL Codes
• All invoices received by day and authorized by GM Facilities and Projects need to be prepared for costing or no costing. This needs to be added by all task invoices received for GM Facilities and Projects to approve for payments

Obligation Cost:

• Prepare for GM Facilities and Projects to Authorize
• Make Changes if mine was incorrect and change on spreadsheet
• Prepare for Debtors to Invoice the Retailers
• GM Facilities and Projects to Authorize for Compliance Administrator to print task for the costing for Retailers (this needs to be sent with invoice to finance)
• Debtors to mail me the invoices for me to sign off and add Invoices numbers to the spreadsheet

Insurance administration:

• Receive incident forms or pick up insurance jobs on the Maintenance Fueled System
• Request the necessary supporting documents from the Cluster Managers that are needed for the claim
• Complete the claims forms and submit same to Insurance broker within 7 days of the incident or on receiving the incident form if longer than that
• Follow up on quotations from Maintenance Cluster Managers as per the value of the claim
• Receive insurance company instructions on which quote has been approved
• Inform the Maintenance Cluster Manager of same for them to appoint the supplier
• Once work is completed on Maintenance Fueled System finalise the claim by doing GL Codes, invoicing and providing proof to insurance broker
• Company Vehicles Insurance Claims send in the necessary documents to Insurance broker as required
• Add to Spreadsheet
• Payments received for claims and make copies for Creditors

Back up functions:

• Ad-hoc duties

Requirements:

• Print & Prepare Invoices for Finance
• Update Repairs & Maintenance spreadsheet.
• Following up on outstanding invoices.
• Follow up on Dispute Invoices
• Prepare Credit Notes for Finance
• Follow up on all queries for Retailers

• GL Codes
• All invoices received by day and authorized by GM Facilities and Projects need to be prepared for costing or no costing. This needs to be added by all task invoices received for GM Facilities and Projects to approve for payments

• Prepare for GM Facilities and Projects to Authorize
• Make Changes if mine was incorrect and change on spreadsheet
• Prepare for Debtors to Invoice the Retailers
• GM Facilities and Projects to Authorize for Compliance Administrator to print task for the costing for Retailers (this needs to be sent with invoice to finance)
• Debtors to mail me the invoices for me to sign off and add Invoices numbers to the spreadsheet

• Receive incident forms or pick up insurance jobs on the Maintenance Fueled System
• Request the necessary supporting documents from the Cluster Managers that are needed for the claim
• Complete the claims forms and submit same to Insurance broker within 7 days of the incident or on receiving the incident form if longer than that
• Follow up on quotations from Maintenance Cluster Managers as per the value of the claim
• Receive insurance company instructions on which quote has been approved
• Inform the Maintenance Cluster Manager of same for them to appoint the supplier
• Once work is completed on Maintenance Fueled System finalise the claim by doing GL Codes, invoicing and providing proof to insurance broker
• Company Vehicles Insurance Claims send in the necessary documents to Insurance broker as required
• Add to Spreadsheet
• Payments received for claims and make copies for Creditors

• Ad-hoc duties

• Credit Notes: 4 to 5 years
• Insurance Accounting: 4 to 5 years
• Debtor Finance: 4 to 5 years
• Invoice Processing: 4 to 5 years
• Fuel Slips: 4 to 5 years

• High attention to detail
• Ability to meet deadlines
• Strong aptitude for figures
• Verbal and written communication skills
• Reliable and trustworthy
• Problem solving skills
• Corporate values
• Process Orientation
• Computer Packages/Systems: Proficiency in use of the computer (Microsoft Office) ; Sound knowledge of spreadsheets (EXCEL)

1. Matric.
2. Bookkeeping qualification with 3 – 5 years experience.

• High attention to detail
• Ability to meet deadlines
• Strong aptitude for figures
• Verbal and written communication skills
• Reliable and trustworthy
• Problem solving skills
• Corporate values
• Process Orientation
• Computer Packages/Systems: Proficiency in use of the computer (Microsoft Office) ; Sound knowledge of spreadsheets (EXCEL)