JOB TITLE: Accounts and Booking Keeping Administrator (part time)

POSITION REPORTS TO: Operations Manager

INDIRECT REPORTS: Administration staff (as needed)

LOCATION: Based at JVA office.

PURPOSE OF JOB ASSIGNMENT:

The Accounts and Booking Keeping Administrator is to record and maintain financial transactions, ensuring accurate and up-to-date financial records. This involves tasks like data entry, transaction tracking, invoice and receipt generation, and preparing financial statements.

ROLE & RESPONSIBILITIES:

The responsibilities of the position include:

· Capturing details of all business transactions, such as sales, purchases, and payments, and posting them to the appropriate accounts in the general ledger.

· Ensuring the accuracy, completeness, and organization of financial records, including accounts payable, accounts receivable, and general ledger accounts.

· Supporting the Business Accountant to generate reports such as balance sheets, income statements, and cash flow statements to provide a snapshot of the company's financial health.

· Comparing bank statements to the general ledger to identify any discrepancies and ensure accuracy.

· Preparing and managing invoices to clients and ensuring proper processing of receipts for payments received.

· Calculating and processing payroll, including deductions and taxes, and ensuring timely payments to employees.

· Preparing and filing various tax returns, such as business activity statements (BAS), as needed.

· Assisting with budget planning, tracking cash flow, and identifying potential financial issues.

· Maintaining records of inventory levels and costs, which may be a crucial aspect of some businesses.

· May involve contacting clients or vendors to resolve payment issues or clarify transaction details.

· Support related to Insurances other business-related renewals.

· Workcover management and injury claims management.

AUTHORITY:

§ The incumbent has the Authority to take any reasonable steps to ensure the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations set by the applicable Manager or business Policies, Procedures or guidelines.

§ The incumbent has commercial and financial Authority as per JVA Engineering Authority Matrix.

ACCOUNTABILITY:

The role is accountable for all financial and administration tasks, including but not limited to budgeting, forecasting, payroll, administration, goods receipting, invoicing, billing and other administration task as directed by the Operations Manager. Performance will be assessed against the business plan and targets.

Results will be reviewed as part of the staff performance appraisal

KEY WORKING RELATIONSHIPS:

§ JVA Management Team.

§ External Suppliers & Subcontractors.

§ Customer accounts departments.

§ Business Tax Agents, accounts personnel.

RISK, HEALTH, SAFETY, QUALITY & ENVIRONMENT:

· Comply with JVA Engineering’s commitment to Quality and Occupational Health, Safety and Environment management systems, including statutory obligations and a proactive approach to both personnel well being as well as that of their fellow team members.

· Initiate actions to prevent the occurrence of non-conformities in processes or systems.

· Identify, initiate, recommend, and assist in the issue resolution process.

· Verify and confirm the effective implementation of said solutions.

· Promote a positive OHSE culture in the workplace.

QUALIFICATIONS, KNOWLEDGE/ SKILLS/ EXPERIENCE:

§ Relevant Financial Accounting &/or Business qualifications.

§ Minimum 2-3 years industry experience in finance management and administration

§ Strong communication skills and ability to negotiate/resolve conflict.

§ Able to problem solve financial issues.

§ Experience in preparing budgets and reporting in a regular and timely manner.

§ Strong ability to communicate effectively (orally and written) to internal and external stakeholders.

§ Accurate data entry and record-keeping are essential

§ Proficient in the use of Microsoft Office and accounting packages, such as Xero (preferred)

§ Ability to meet tight deadlines and reporting commitments.

SPECIAL CONDITIONS:

§ Standard working hours are 8:00am to 15:30pm Monday to Friday - 16 to 24hrs maximum per week.