Mid-Senior Bookkeeper – RKMSB at Armstrong Appointments

Main job function

Bookkeeping & Financial Administration

• Perform day-to-day bookkeeping and financial administration functions across the firm and its related entities.
• Process, capture, and reconcile financial transactions accurately and timeously.
• Prepare and maintain financial schedules, supporting documentation and reconciliations.
• Ensure financial records are complete, accurate and properly supported for audit and reporting purposes.
• Investigate discrepancies and follow up on outstanding or unreconciled items.

Creditors & Supplier Payments

• Prepare, capture and process creditor and supplier payments in accordance with established approval procedures.
• Review creditor invoices, payment requests, and supporting documentation to ensure that all required approvals are in place.
• Verify supplier and beneficiary banking details before payments are processed.
• Capture EFT payments accurately across relevant banking platforms.
• Process payments relating to agents, sheriffs, counsel, advocates, OPS providers, advertising suppliers, and other service providers.
• Monitor creditor balances and resolve supplier queries and discrepancies.
• Prepare and review creditor and vendor age analyses.
• Maintain accurate creditor records and ensure supporting documentation is properly filed.
• Print, distribute and electronically file proof of payments.
• Maintain an electronic and physical payment documentation archive for audit and reference purposes.

Trust & Business Banking

• Assist with the administration and reconciliation of trust and business banking transactions.
• Prepare and/or review trust and business cashbook reconciliations.
• Investigate reconciling items and ensure outstanding items are appropriately cleared.
• Review client interest transactions and related reports.
• Assist with the identification and processing of unallocated trust funds and unidentified receipts.
• Reconcile bank deposits and receipts against the relevant banking and accounting records.
• Process urgent trust and business payments when required.
• Assist with banking take-ons, beneficiary loading and EFT processing.
• Assist with maintaining accurate banking information and supporting documentation.

Debtors & Credit Control

• Maintain and reconcile debtor accounts.
• Prepare and review debtor age analyses.
• Assist with monitoring outstanding balances and credit control activities.
• Prepare monthly credit control reports and supporting management schedules.
• Investigate discrepancies and follow up on outstanding debtor-related queries.
• Provide accurate financial information to management when required.

Petty Cash

• Process and capture petty cash transactions.
• Review petty cash vouchers and ensure that all transactions are supported by appropriate documentation.
• Perform regular and month-end petty cash reconciliations.
• Balance physical cash to the relevant accounting and CMS records.
• Ensure vouchers are properly signed, captured, and filed.
• Investigate and resolve petty cash discrepancies.

VAT & Statutory Financial Administration

• Prepare VAT reports and supporting schedules for the relevant entities.
• Assist with VAT submissions and arrange VAT payments in accordance with approved processes.
• Maintain accurate VAT documentation and supporting records.
• Assist with LPC/Fidelity Fund-related financial administration, including monthly interest schedules and reports.
• Assist with FICA-related financial and banking administration.
• Maintain accurate statutory and compliance-related records.

Banking Administration

• Process and assist with domestic and foreign banking transactions.
• Verify banking information and ensure that the required documentation is completed.
• Assist with bank account administration and banking take-ons.
• Maintain and update bank mandates and related banking documentation.
• Process banking forms and correspondence as required.
• Assist with company credit card applications, amendments, cancellations, and related administration.
• Ensure banking records remain accurate and up to date.

Asset & Financial Records

• Maintain the asset register for the relevant entities.
• Record asset additions, disposals, and transfers accurately.
• Ensure supporting documentation is maintained for asset-related transactions.
• Maintain orderly electronic and physical financial filing systems.
• Ensure that payment requests, invoices, reconciliations, and other financial records are readily accessible when required.

Financial Reporting & Reconciliations

• Prepare and review monthly reconciliations and financial schedules.
• Perform interest calculations and maintain supporting schedules.
• Prepare vendor, creditor, and debtor age analyses.
• Review financial information for accuracy and identify unusual or outstanding items.
• Assist with month-end financial processes and reporting requirements.
• Maintain accurate records on the relevant accounting and legal practice management systems.

Audit & Compliance Support

• Assist with internal and external audit requirements.
• Coordinate and collate documentation requested for audit samples.
• Ensure financial records and supporting documentation are available for audit purposes.
• Respond to audit-related queries and follow up on outstanding documentation.
• Maintain appropriate financial records in accordance with the firm’s internal controls and procedures.

Payment & Banking Controls

• Ensure all payments are supported by the required documentation and approvals before processing.
• Follow established payment authorisation and segregation-of-duties procedures.
• Check payment information carefully to minimise errors, duplication, and incorrect payments.
• Monitor payment requests received through designated finance channels and ensure these are processed within the required timeframes.
• Ensure that proof of payment and related supporting documents are retained appropriately.

Financial Queries & General Support

• Respond to finance-related queries from staff, partners, clients, and suppliers.
• Assist staff and secretaries with payment, invoice, banking, and financial queries.
• Investigate and resolve accounting discrepancies and payment-related queries.
• Assist with write-offs and credit notes in accordance with authorised instructions.
• Maintain confidentiality when dealing with financial, client and business information.
• Provide support to other members of the finance team when required.

Qualifications

• Matric / Grade 12 is essential.
• Relevant Bookkeeping, Accounting or Finance qualification.

Criteria

• Minimum 5 years’ relevant bookkeeping experience.
• Proven experience handling a broad range of bookkeeping functions.
• Experience with bank reconciliations, creditors, debtors, and cashbooks.
• Experience with EFT payments and online banking platforms.
• Good knowledge of VAT and general financial administration.
• Strong Excel skills.
• Experience working on accounting or financial systems.
• Ability to work accurately and meet strict deadlines.
• Excellent attention to detail and numerical accuracy.
• Strong organisational and administrative skills.

Advantageous

• Experience in a legal practice or professional services environment.
• Knowledge of trust accounting and legal-sector financial processes.
• Experience with LPC/Fidelity Fund requirements.
• Knowledge of FICA requirements.
• Experience with Aderant or other legal accounting systems.
• Bookkeeping experience up to trial balance.

Remuneration: R25’000 CTC