1. Document Management & Filing:

• File and manage financial and administrative documents in an orderly and systematic manner.

• Plan and organize filing activities for efficiency and quick retrieval.

• Ensure all payment receipts, invoices, POs, and remittance documents are scanned and saved in both the shared folder and QuickBooks Online.

• Maintain confidentiality and security of financial and sensitive information.

2. Accounts Payable & Receivable:

• Process vendor payments, schedule pay checks, and ensure timely disbursement.

• Respond to all vendor inquiries regarding finance and reconcile outstanding credits and memos.

• Match purchase orders with invoices and payment documentation prior to processing.

• Ensure proper remittance for all payments, excluding certain exceptions like wages and commissions unless instructed.

3. Reconciliation Duties:

• Reconcile processed work by verifying entries and comparing system reports to actual balances.

• Resolve discrepancies by investigating variances and taking corrective actions.

• Reconcile direct debits, standing orders, and petty cash, making accurate entries accordingly.

• Verify vendor accounts and reconcile monthly statements and related transactions.

4. Petty Cash & Expense Management:

• Manage petty cash disbursement, ensuring accurate recording and proper documentation.

• Track and monitor expenses, including departmental spend, and support budgeting efforts.

• Ensure receipts and remittances are properly annexed and recorded for all cash movements.

5. Banking Responsibilities:

• Prepare Bank Deposit Vouchers and Banking Sheets.

• Upload internet banking statements and ensure proper documentation for all transactions.

• Maintain banking records and ensure consistency between bank and system balances.

6. Taxation & Compliance:

• Compute and prepare tax returns as required.

• Ensure all tax forms are accurately completed and filed with authorities on time.

• Keep up to date with changes in tax laws and financial regulations to ensure compliance.

7. Reporting & Analysis:

• Update and maintain data for financial statements and banking sheets.

• Report on the financial health of the company to stakeholders.

• Assist management by preparing financial reports that support strategic decisions.

• Contribute to budget forecasts and recommend ways to improve efficiency.

9. Vehicle Fitness, Servicing 

• Make reservations and schedule appointments for vehicle servicing, inspections, and compliance renewals.

• Process payments for vehicle-related services, including fitness renewals, insurance, servicing, and declarations.

• Maintain organized records of all vehicle-related documents and payment transactions.

• Ensure receipts and related documents are scanned and saved in the shared folder and QuickBooks Online.