Administration & Bookkeeper

1 PURPOSE OF THE JOB

We are looking for a Bookkeeper & Admin/Logistics Officer to support the Financial Administrator with bookkeeping, debtor management, and sales invoicing, while also handling payroll, administration, HR support, and logistics functions. This role ensures accurate financial records, smooth operational processes, and effective communication across the company.

2 RESPONSIBILITIES

Financial Management

  1. Assist the Financial Administrator with bookkeeping tasks in ERPNext
  2. Capture customer and supplier invoices
  3. Ensure accurate allocation of transactions for reporting purposes
  4. Manage debtors: follow up on outstanding accounts and maintain credit control
  5. Prepare and send sales invoices to clients
  6. Update payroll with reimbursements, deductions, bonuses, and leave taken
  7. Track leave due/taken and notify management of bonuses, increases, or probation completions
  8. Calculate foreign salaries and process forex receipts
  9. Load creditor payments and manage transfers for savings/cash flow

Administration & HR Support

  1. Act as a remote receptionist for phone and email inquiries
  2. Respond to and redirect emails from the Kartoza Website and Insightly
  3. Maintain Insightly and ERPNext contacts
  4. Assist with recruitment and maintain application records
  5. Schedule interviews and manage staff induction processes
  6. Maintain staff folders, CVs, and employment documentation
  7. Draft bonus/increase letters and provide staff documentation as needed
  8. Maintain CIPC, supplier databases, and tax clearance certificates
  9. Prepare tender submissions and SOPs related to duties

Logistics

  1. Book flights, transfers, and accommodation for staff
  2. Provide detailed itineraries prior to travel
  3. Manage asset register and staff equipment allocation
  4. Maintain insurance cover

Operational Support

  1. Prepare quotations and check ERPNext quotes (expired/declined/invoiced)
  2. Issue milestone and scheduled training invoices
  3. Prepare client weekly timesheet reports and SLA monthly reports
  4. Coordinate board meeting invites and schedules


3 EDUCATION AND SKILLS

  1. Bookkeeping or equivalent qualification (degree, diploma, or certificate)
  2. Knowledge of ERP systems and payroll systems
  3. Excellent organisational and administrative skills
  4. Familiarity with HR processes and compliance requirements
  5. Effective communication and stakeholder engagement skills
  6. Advanced computer literacy
  7. Attention to detail and accuracy in financial reporting
  8. Ability to manage logistics and travel arrangements
  9. Bookkeeping qualification
  10. Knowledge of ERPNext is advantageous

4 ABILITIES

  1. Critical thinker with strong problem-solving skills
  2. Ability to work under pressure and meet strict deadlines
  3. Solid organisational skills and detail-oriented
  4. Ability to multitask, prioritise and work in a fast-paced environment
  5. Effective time management skills
  6. Strong interpersonal and communication abilities


5 REQUIREMENTS

  1. Perform all duties with integrity, to the highest ethical standards, and in compliance with all relevant legal, contractual, and organisational requirements
  2. Keep up to date with changes in compliance obligations, controls, and measures relevant to the role
  3. South African home based role