BOOK KEEPER

A. Core Bookkeeping Functions
1. Accounts Payable (AP):
o Record and process supplier/vendor invoices
o Match purchase orders with invoices and delivery notes (local and International)
o Schedule and prepare payments (checks, EFTs, etc.)
o Reconcile supplier accounts and resolve discrepancies
2. Accounts Receivable (AR):
o Generate and send customer invoices and statements
o Record payments received via various channels (bank transfer, checks, etc.)
o Follow up on overdue accounts and send reminders
o Reconcile customer accounts and manage credit notes
3. Bank & Account Reconciliation:
o Perform regular bank reconciliations
o Reconcile credit card and revolving fund transactions
o Maintain accurate and up-to-date ledgers
4. General Ledger (GL) Maintenance:
o Post journal entries (accruals, prepayments, depreciation, etc.)
o Maintain chart of accounts
o Assist Immediate Superior with trial balance and month-end closing procedures
5. Financial Reporting Support:
o Prepare internal financial reports (e.g., cash flow summaries, aged receivables/payables)
o Support external accountant or auditor with documentation and data
o Maintain documentation for tax and regulatory compliance, ex: sawt, qap, vat relief,
and

6. Asset Tracking (if applicable):
o Track fixed assets and lapsing and depreciation schedules

B. Customer Relations Functions
1. Invoicing Billing Support:
o Address customer inquiries regarding invoices, payment terms, and balance

o Resolve billing discrepancies in a professional and timely manner
2. Payment Collection Follow-up:
o Engage with customers to follow up on overdue payments in a courteous manner
o Arrange payment plans if necessary in coordination with management
3. Account Setup Documentation:
o Assist in setting up new customer accounts in the accounting system
o Ensure customer contact and billing information is accurate and current
4. Customer Support (Finance-Related):
o Serve as the first point of contact for customers with account or payment questions
o Communicate payment confirmations and status updates
o Escalate unresolved or sensitive issues to Immediate superior management
5. Relationship Management:
o Foster a positive customer experience through clear and timely communication
o Build rapport with key client contacts, particularly in finance or procurement roles