Accounts & Office Administrator at Perfect Placement Recruitment

Summary of duties and responsibilities:

• Preparing monthly management accounts.
• Maintaining the general ledger and accounting records.
• Processing and reviewing journals.
• Performing monthly reconciliations of bank accounts, debtors, creditors and control accounts.
• Preparing VAT, PAYE, UIF and other statutory returns.
• Preparing income tax and provisional tax calculations and assisting with tax submissions.
• Preparing budgets, cash flow forecasts and management reports.
• Processing payroll and ensuring payroll compliance where required.
• Maintaining the fixed asset register and depreciation schedules.
• Assisting with annual audits and independent reviews.
• Reviewing accounting records to ensure accuracy and compliance.
• Supervising and assisting other staff where applicable.
• Ensuring compliance with company policies, accounting standards and applicable legislation.
• Assisting management with financial planning and decision-making.
• Performing any other accounting, financial or administrative duties reasonably assigned by management.

Purpose of the Position

• To provide comprehensive administrative, procurement, accounts, stock control, fleet, plant, and project administration support to ensure the efficient operation of the business. The successful candidate will be responsible for maintaining accurate records, coordinating suppliers, monitoring project progress, managing procurement processes, and supporting management with timely reporting and administration.

Full Responsibilities:

Procurement & Purchase Order Administration

• Keeping Pastel accurate daily
• Obtain supplier quotations for all requested materials and services.
• Verify quotations for correctness before submission for approval.
• Obtain approval from the Managing Director or delegated manager before issuing Purchase Orders (POs).
• Generate Purchase Orders on Pastel.
• Issue approved Purchase Orders to suppliers.
• Allocate every Purchase Order to the correct:
• Project
• Stand Number
• Cost Code (where applicable)
• Verify that the requested stand has not already been supplied by checking the Stock Allocation Register.
• Maintain accurate procurement records.
• Follow up continuously with suppliers to ensure on-time deliveries.
• Confirm delivery dates with suppliers and site management.
• Obtain signed delivery notes for every delivery.
• Match delivery notes against Purchase Orders.
• Capture received goods into Pastel.
• Resolve supplier discrepancies immediately.

Stock Control & Inventory Management

• Maintain accurate stock records in Pastel and Excel.
• Keep Excel Stock Allucation schedule 100% up to date before and after stock orders
• Ensure correct stand numbers are given from the sites
• Allocate all purchased materials to the correct project and stand.
• Ensure stock values are accurately reflected per project.
• Update Stock Allocation Sheets daily.
• Investigate duplicate allocations.
• Monitor stock movements and balances.
• Assist management with stock reporting.
• Ensure all stock purchases are fully traceable.

Plant & Equipment Administration

• Coordinate the weekly Plant Meeting (Wednesday).
• Responsibilities include:
• Prepare plant status reports.
• Monitor equipment breakdowns.
• Record outstanding repairs.
• Follow up with mechanics.
• Monitor repair turnaround times.
• Record actions required.
• Ensure plant availability for projects.
• Maintain service records.
• Monitor maintenance schedules.
• Ensure all statutory requirements are up to date.

Fleet Administration

• Maintain complete fleet records including:
• Vehicle licensing.
• Service schedules.
• Repair history.
• Maintenance costs.
• Tyres and replacements.
• Vehicle inspections.
• Licence disc renewals.
• Fleet compliance.
• Daily logging of plant on Tracker system for cross reference at month end claims
• Prepare fleet reports for management.

Diesel Management

• Issue Purchase Orders for diesel purchases.
• Record diesel purchases.
• Allocate diesel to individual vehicles.
• Update the weekly and monthly Diesel Register.
• Prepare weekly diesel consumption reports.
• Submit diesel reports to management.
• Monitor unusual fuel consumption.

Accounts Administration

• Daily responsibilities include:
• Capture supplier invoices in Pastel.
• Reconcile supplier invoices.
• Prepare payment schedules.
• Verify invoice accuracy.
• Ensure all supporting documentation is attached.
• Prepare supplier payment requests.
• Submit new supplier invoices for management approval.
• Upload approved payment requests to the Operations Group.
• Liaise with Finance regarding payments.
• Provide Proof of Payment to suppliers upon request.

Banking Administration

• Capture daily banking transactions.
• Reconcile bank transactions.
• Match payments to supplier accounts.
• Assist with month-end reconciliations.
• Ensure financial records remain accurate.

Wages & Subcontractor Administration

• Monthly responsibilities include:
• Receive wage submissions from sites by the 25th of each month.
• Verify wage claims.
• Match wages against completed milestones.
• Allocate wages to subcontractor milestone schedules.
• Update Stock Allocation Registers.
• Investigate missing milestone claims.
• Verify stand numbers claimed.
• Resolve discrepancies with site personnel.

Project Administration

• Attend the weekly Tuesday Management Meeting (09:30--10:30).
• Responsibilities include:
• Attend all management meetings.
• Record project updates.
• Verify current stand allocations.
• Monitor project progress.
• Record outstanding site requirements.
• Update management action lists.
• Ensure stock requirements are communicated.
• Assist with project reporting.

Tender Administration

• Assist management with:
• Preparing tender documentation.
• Compiling pricing schedules.
• Administrative support during tender submissions.
• Document control.
• Submission of completed tenders.
• Maintaining tender registers.
• Training will be provided.

General Office Administration

• Provide general administrative support including:
• Typing correspondence.
• Filing.
• Money collections
• Keeping accurate record of monies due to company
• Document control.
• Preparing reports.
• Maintaining project files.
• Updating registers.
• Assisting management with ad hoc requests.
• Coordinating office administration and preparing any requested documents as and when required
• Maintaining accurate records.

Reporting Responsibilities

• Prepare and distribute:
• Weekly Diesel Report.
• Weekly Plant Report.
• Procurement Report.
• Outstanding Purchase Order Report.
• Supplier Follow-up Report.
• Stock Allocation Report.
• Management Meeting Action List.
• Monthly Wage Allocation Report.

Meetings

The successful candidate will attend:

• Tuesday Management Meeting (all reports to be presented) (09:30--10:30).
• Wednesday Plant & Fleet Meeting.
• Procurement meetings as required.
• Project meetings as required.