Office Manager & Bookkeeper

Profile Personnel; East London; On-site; ZAR 223,200 - 334,800; Full time

Job summary

Profile Personnel is seeking an Office Manager & Bookkeeper based in East London, Eastern Cape. The ideal candidate will manage financial records, oversee trust accounts, and administer payroll. A Diploma or Degree in Accounting or Finance is required, alongside 5-7 years of relevant experience, preferably in a legal environment. Proficiency in accounting software such as Xero and QuickBooks is essential. This role also involves developing financial policies and mentoring junior staff.

Qualifications

• 5-7 years of bookkeeping or accounting experience, preferably in a legal environment.
• Familiarity with client trust accounting and compliance with the Legal Practitioners Act.
• Ability to maintain accurate financial records and perform reconciliations.

Responsibilities

• Maintain and manage accurate and up-to-date financial records.
• Prepare and issue client invoices for legal services rendered.
• Oversee the operation of the firm's trust accounts.
• Administer the payroll for all staff ensuring accurate salary calculations.
• Prepare monthly, quarterly, and annual financial reports for management.
• Perform regular bank reconciliations and identify discrepancies.
• Manage VAT returns and tax filings ensuring compliance.
• Ensure proper documentation and accounting for client funds.
• Oversee accounts payable and receivable processes.
• Develop and implement financial policies and procedures.
• Assist with internal and external audits.
• Supervise junior bookkeeping staff.

Skills

Bookkeeping

Accounting

Attention to Detail

Organizational Skills

Communication Skills

Problem-Solving

Education

Diploma or Degree in Accounting or Finance

Professional accounting qualification (e.g., SAIPA, CIMA, ACCA)

Tools

Xero

QuickBooks

Microsoft Office Suite

Job description

Office Manager & Bookkeeper required for a reputable company based in East London, Eastern Cape.

Key Responsibilities:

• Financial Record Keeping: Maintain and manage accurate and up-to-date financial records for the practice, including ledgers, journals, and client trust accounts.
• Billing & Invoicing: Prepare and issue client invoices for legal services rendered, ensuring compliance with the firm’s billing policies, rates, and terms.
• Trust Account Management: Oversee the operation of the firm's trust accounts, ensuring compliance with the Legal Practitioners Act, local regulations, and firm policies regarding client funds.
• Payroll Processing: Administer the payroll for all staff, ensuring accurate salary calculations, deductions, and tax submissions, while complying with relevant labor laws.
• Financial Reporting: Prepare monthly, quarterly, and annual financial reports including profit and loss statements, balance sheets, and cash flow statements for management review.
• Reconciliation: Perform regular bank reconciliations, reconciliations of client trust accounts, and other financial accounts to ensure accuracy and identify discrepancies.
• VAT and Tax Compliance: Manage VAT returns and tax filings, ensuring the firm is in compliance with all local tax regulations.
• Client Trust Fund Management: Ensure proper documentation and accounting for all client funds, including managing deposits, disbursements, and maintaining accurate records for auditing purposes.
• Accounts Payable and Receivable: Oversee and manage all accounts payable and receivable processes, ensuring timely payments and collections.
• Financial Policies & Procedures: Develop and implement financial policies and procedures to improve efficiency, control, and financial accuracy within the practice.
• Audit Support: Assist with internal and external audits, providing necessary documentation and financial records as requested.
• Mentoring: Supervise junior bookkeeping staff, providing guidance and support as needed to ensure accurate bookkeeping practices are followed.

Key Skills & Qualifications:

• Education: A Diploma or Degree in Accounting, Finance, or related field. A professional accounting qualification (e.g., SAIPA, CIMA, or ACCA) would be advantageous.
• Experience: At least 5-7 years of bookkeeping or accounting experience, preferably within a legal or professional services environment.
• Legal Industry Knowledge: Familiarity with the unique financial requirements and regulations of law firms, including client trust accounting and compliance with the Legal Practitioners Act.
• Technical Skills: Proficiency in accounting software (e.g., Xero, QuickBooks, or similar) and Microsoft Office Suite (Excel, Word).
• Attention to Detail: Strong ability to maintain accurate financial records and perform reconciliations with a high level of precision.
• Organizational Skills: Ability to manage multiple tasks and deadlines, prioritizing work efficiently in a fast-paced environment.
• Communication Skills: Strong verbal and written communication skills to liaise with colleagues, clients, and external parties.
• Problem-Solving: Ability to identify discrepancies or issues in financial data and develop solutions to resolve them.
• Ethical and Confidential: Strong understanding of confidentiality and ethical standards, especially regarding client trust funds and financial information.