Branch Accountant (Hyundai Regional Office Cape Town) at Motus Holdings Limited

Job Description   

 The Accountant will be responsible for:

• Financial Controls
• Safe guarding Assets & Risk management
• Expense Management skills
• Ensure all Policies & Procedures are adhered to
• Administration at dealerships
• Weekly timesheets and calendar
• Preparation of month end audit file
• Reporting and budgets/forecasts

REQUIREMENTS OF KEY RESPONSIBILITIES AND DUTIES

Financial Controls

• Maintain a sound financial base of the Company
• Check Income Statement on a daily basis for misallocations
•  Investigate all unusual entries
• Ensure that GP% are correct
• To alert the Dealer Principal to any problematic situations
• To assist and advise all department managers on costs and budgetary performance
• To provide daily / weekly / monthly financial assistance to Dealer Principal and senior managers
• To monitor financial performance of all departments
• To analyse specific department reports and investigate any discrepancies.

Safe guarding Assets & Risk Management

• One physical vehicle stock count to be performed monthly. Reconciled with comments and you have to touch ALL vehicles (This includes the vehicles on the WIP report on the same day you do the stock count)
• Key and Natis recon to be performed weekly by Stock controller and checked by Accountant once a month
• Ensure that all stock in transit is brought in at zero value by stock controllers before month end
• Accessory display cabinets – stock counts to be done monthly
• Perpetual stock counts to be done once a month
• Ensure that cash procedures are in place at dealerships
• Cash counts on floats to be performed once a month
• Petty Cash to be checked once a month – make sure all vouchers are signed by DP and department Manager & proper supporting documents attached
• Ensure that banking is done daily
• Ensure that fixed asset register is up to date, fixed assets are labeled and physically verify assets at least twice a year (Make sure your asset file is up to date and in order)
• Ensure that Capex forms are authorized before ordering assets
• Ensure that special tool register is updated and in use at all service departments

Expense Management

• Always get three quotes from suppliers to ensure we are paying the lowest price
• All expenses to be incurred on approved order
• Instill policies and procedures to keep abuse to a minimum
• Use your initiative and come up with a way to reduce costs
• Report excessive expenses to DP & Regional Financial Manager
• Choose one expense per month to investigate and analyze

Ensure Policies & Procedures are adhered to

• Ensure that there are proper segregation of duties
• Access policies and procedures on a regular basis to ensure objective is still being achieved
• Ensure that new policies & procedures are implemented with immediate effect
• Report all policies & procedures not adhered to

Administration at dealerships

• Credit Notes
• Credit Notes are issued by the Department Manager but you still need to check 8 Credit notes a month for each department.
• All credit notes must be authorized by the DP and department manager
• Check all documentation correct for credit request
• Ensure credit notes filed sequentially
• Check that reasons are valid and explained in detail
• Print monthly credit note listing when checking filing of credit notes
• Cash Sales – Parts & Workshop
• Cash sales to be reviewed on daily basis – follow up all queries older than 3 days
• Follow up that monies received are receipted immediately and banked daily
• Ensure no vehicles / parts are released without payment
• All payments/receipts to be allocated daily
• Submit a cash sale report with comments to RFM every second week (this must be signed off by the DP & Department Manager)
• Parts & Workshop department
• Submit a WIP report with comments to RFM every second week (this must be signed off by the DP & Department Manager)
• Check costings for workshop
• Monitor Parts Buyout report on a monthly basis
• Check the Parts Stock Adjustment & SM Audit Variance NL Accounts Daily
• Stock adjustments must be signed by the DP, Department Manager and Accountant.
• All supporting documents must be attached to each Stock Adjustment and verified.
• Follow up on all orders on “Purchase awaiting invoices” report older than 1 month
• Spend time with department Managers and sort out any queries / problems
• After sales
• All after sales should be analyzed to ensure that vehicles are not being delivered without it being properly reconditioned
• Ensure AOD’s are signed for money to be recovered should the expense be due to salesmen negligence
• All costs over R5k to be authorized by the GM
• Debtors age analysis
• Send Debtors report to Managers every morning (after COH Allocations and Bank statement are processed)
• Check that there is no rolling of debtors
• Assist in collecting vehicle debtors (follow up with F&I’s)
• Assist in collecting inter branch vehicle debtors (follow up POD’s with stock controllers)
• Follow up all legal debtors and please ensure that corresponding documentation is in audit file
• Specific Role Responsibilities    5.6 Monitor vehicle invoicing & deliveries
• Ensure that procedures are in place that prevent vehicles from being delivered that are not yet invoiced
• Vehicles invoiced should be delivered within 4 working days
• Ensure that vehicles invoiced “Inter-branch” is reversed if not delivered after 4 days and only re-invoiced on date of delivery
• On the last day of the month all vehicles debtors need to checked and cash deals invoiced not yet delivered must be reversed
• All deal Files to be checked and signed by Accountant by 15th of the next month. (Try to do this before final payroll information is due
• Control demo’s – Cleanliness / Fines / Accidents / Loan vehicles
• Ensure that demos are inspected for any damages on a monthly basis
• Accidents needs to be reported within 24 hours and documentation needs to be completed in 5 days
• Follow up on traffic fines received – check that it is the dealership’s fines and who the driver was
• Where fines can be traced AOD’s need to be signed
• Check loan forms for vehicles are complete and faxed to at Motus(this has to be done weekly)
• Process Depreciation on vehicles on the 1st day of the month
• Monitor Trade Sales
• All trade Sales to be authorized by DP and GM before invoiced and delivered.
• F&I Recon to be done between inteli-app and Drive at month-end
• F&I to give Accountant copies of all signed policies (Back-End products)
• F&I to sign recons done by Accountant (Audit File Recons)
• Back-End policies to be paid over to Supplier and follow-up on any policies sold not yet paid over.
• Vehicle purchase account
• Vehicle purchase account should be checked daily
• Queries to be resolved daily
• Payments (EFTs) should be loaded and paid within 48 hours.5.11 Attendance register
• Ensure that department managers submits an attendance register for their department by the 2nd working day of the new month5.12 Vehicle accessory accruals
• “Unreceived Cost” report to be checked once a week (stock controller to give you a signed report with comments weekly)5.13 Variable Margin and Specials from HASA
• Recon for VM to be done once a month (this must be signed off by the RFM & DP)
• Copies of all VM correspondence and Specials from HASA to be printed and kept in a separate file.
• Copy of the current month’s specials / VM received should be attached to your NL Recon in your audit file

Reporting

• You will be required to do reporting as allocated for the Importer, Head Office and Regional office

Other

• Due to the responsibility of your job there is always going to be issues that needs to be addressed outside of your job description that you will be held responsible for
• Always attempt to sort out queries yourself, should you not be successful ask for assistance from Regional Office
• Report all risks to GM, DP and Regional Financial Manager timeously
• Ensure that the company’s best interest is always your first priority
• To maintain flow of financial information to senior managers, so that progress on objectives may be measured
• Ensure timely submission of payroll packs, commission calculations, payroll reconciliations and pay slips
• Ensure completeness, accuracy and timely submission of monthly audit file. Follow up and clear reconciling items timely
• Be a reliable second in charge to the DP

Qualifications and Experience    

• Matric or equivalent
• Relevant degree / diploma

Skills and Personal Attributes    
REQUIREMENTS:

• Minimum of 3 years accounting experience in a dealership
• Any Tertiary Qualifications in Finance
• Experience in using the Drive system is a pre-requisite
• Deadline driven individual who can work independently and as part of a team