Accounting & Administrative Officer

We are looking for a responsible Accounting & Admin Officer to perform a variety of administrative, accounting and clerical tasks. Duties of the Accounting & Admin Officer include providing support to our managers and employees, maintaining company's revenue & expenditure records and execution of all invoicing.

• Extremely competent in Microsoft Excel & Word and other MS Office programs

• Competent in the use of Google Workspace apps – Gmail, GoogleDrive, etc.

• Possess advanced arithmetic skills (comfortable working with percentages, etc.)

• Good communication skills and ability to work well in a team environment

• Qualifications in Accounting (CAT, ACCA or other) would be an asset (achieved or in pursuit)

• Excellent time management skills

• Ability to work with minimal supervision

• Must be able to maintain confidentiality and sign company’s standard NDA

• Positive leadership attitude

• Update Daily Log for all jobs based on Sign-off/Bill Forms received (record all trips, driver, route, etc. MS Excel template provided).

• Reconcile Daily Log with the Dispatch Log daily/weekly ensure invoicing accuracy.

• Prepare invoices for clients as needed and handle all queries and filing relating to invoicing

• Prepare Quotations for clients

• Record ALL income and expenditure (Mircosoft Excel)

• Classify all income and expenditure (Chart of Accounts will be provided)

• Verify all expenses as needed or as directed by Management

• Manage, track & maintain company’s petty cash

• Process Payables and Receivables (issue or receive payments and update records accordingly. Administer payment-related notifications or communications to customers or clients.)

• Disbursement of cash / cheque payments (including preparation of vouchers)

• Perform banking transactions (deposits / withdrawals) as requested by the Board of Directors / Secretary.

• Prepare Gas Station / Fuel usage Log & reconcile with the Statement received on a monthly basis

• Assist in the preparation of tender/bid proposals for Auto 8 & Kall Guy

• Manage the onboarding of employees / contractors, including arranging training, completion of Employee Record form to capture personal information, obtaining copies of all relevant documents (Drivers permit, medical, DDC, etc.) and filing physically and electronically.

• Monitor and Record time & attendance (hours) of drivers for the purpose of payroll preparation

• Prepare payroll information submit to Management for payment.

• Prepare payslips for employees / vouchers for contractors

• Prepare NIS Contribution documents for Auto 8 & Kall Guy and arrange for same to be paid on time every month.

• Prepare PAYE and other GRA documents as needed

• Maintain a shared calendar of expiry dates and ensure vehicle, employee & company documents (e.g. Fitness Certificates, Insurances, Annual Returns, Drivers Defensive Driving Certificates, etc.) are renewed/paid in a timely manner. Ensure all up to date documents are filed manually and electronically (scanned and saved to management’s shared Google Drive).

• Keep track of and arrange servicing of vehicles in a regular and timely manner. (Shared with Dispatchers). Arrange emergency servicing/repairs as needed.

• Manage Vehicle Rentals/Leasing and all related record-keeping (invoices, check-offs, etc).

• Inspect vehicles & complete Vehicle Inspection Checklist with clients upon collection and return. (This is only applicable when the vehicle is being picked up at the office. The respective driver will conduct the inspection at any other location.)

• Fill in/complete Vehicle Rental agreement forms as needed.

• Contributing to Financial Statement Preparation (compiling data and checking it against internal records)

• Assist in the preparation of documentation as the need arises, for instance, completing applications to be submitted to an institution, preparing a job letter for a staff, etc. (Note: Admin. Assistant is NOT authorized to sign. All company letters must be signed by a Director or the Secretary unless approval is granted otherwise in writing).

• Keep track of Truck # GAH 805’s activities by updating the Truck Log. Ensure that expenditure and income is clear and all receipts are submitted and all invoices are issued.

• Liaise with clients to offer assistance, information and support; record complaints.

• Provide the Board of Directors with information on the operations of the companies (Auto8 Inc and KallGuy Inc.) as requested.

• Assist with Office Management – procurement of office supplies (stationary, kitchen items, etc.); arrange servicing/procurement of office equipment if needed.

• Prepare the office for meetings as requested by Management/Directors (arrange office furniture, refreshments, I.T. equipment, stationary, etc.).

• Attend meetings with Clients as requested by Management

• Act as an Assistant to the members of the Board of Directors as needed (e.g. assist with setting up meetings, appointments, reservations for Directors/Secretary); preparation of company correspondence.

• Provide oversight of employees and contractors and manage as needed and as directed by Management.