Bookkeeper

Job description

The Bookkeeper will be responsible for maintaining accurate and up-to-date financial records for the media agency. This role plays a critical function in managing day-to-day accounting tasks, ensuring compliance with South African financial regulations, and supporting the sales and executive team in budgeting, reporting, and cash flow management. The ideal candidate should be highly organised, detail oriented, and have a solid understanding of the South African financial regulatory environment and the unique nature of billing, expenses, and reporting within a media agency.

Core responsibilities

1.    Financial recordkeeping

• Maintain accurate and complete general ledger accounts using accounting software (e.g. SAS / Sage)
• Record all day-to-day financial transactions including purchases, sales, receipts, and payments.
• Capture supplier and client invoices with appropriate coding and descriptions.
• Perform monthly bank reconciliations and reconcile all financial accounts (debtors, creditors, cashbooks).
• Ensure daily, weekly, and monthly entries are captured on time and correctly.

2.    Accounts payable (creditors)

• Process all supplier invoices, match with purchase orders and delivery reports.
• Schedule and prepare supplier payments according to agreed payment terms.
• Reconcile supplier accounts monthly and resolve discrepancies.
• Manage supplier queries and maintain strong relationships with vendors.
• Maintain proper filing of invoices and proof of payments, both digital and hard copy.

3.    Accounts receivable (debtors)

• Generate and send accurate client invoices aligned with job bags, media schedules, and signed-off quotations.
• Track collections, follow up on overdue accounts, and prepare debtor aging reports.
• Reconcile customer accounts and resolve any client billing issues.
• Monitor incoming payments and allocate correctly.

4.    Cash flow management

• Prepare weekly and monthly cash flow forecasts
• Monitor bank accounts and report on any variances.
• Ensure accurate recordkeeping of petty cash transactions and reconciliations.

5.    VAT and SARS compliance

• Maintain up-to-date knowledge of South African VAT regulations and ensure accurate VAT processing on all transactions.
• Prepare and submit monthly VAT201 returns via eFiling.
• Ensure compliance with all SARS requirements including EMP201 submissions (if payroll is involved).
• Respond to SARS queries or audits in coordination with external accountants or auditors.

6.    Month-end / year-end processes

• Assist in month-end close procedures including accruals, prepayments, journal entries, and trial balance reviews.
• Provide supporting schedules for management reports and assist with preparing monthly management packs.
• Assist with year-end audits by providing required documentation and explanations to auditors.

7.    Agency-specific financial processes

• Assist client service and media buying teams with job costing and reconciling job bags.
• Support the preparation of client profitability reports and cost analyses.
• Reconcile media commission income and manage pass-through costs (third-party production, media bookings).
• Ensure Work-In-Progress (WIP) and deferred revenue schedules are accurate and up-to-date.

8.    CIPC and statutory support

• Ensure company details are up to date with the companies and intellectual property commission (CIPC).
• Assist in compiling documentation for annual returns or statutory filings where required.

9.    Internal controls and process improvements

• Maintain and improve financial processes to ensure compliance, efficiency, and data accuracy.
• Identify inefficiencies in the finance processes and recommend improvements.
• Ensure appropriate internal controls are in place and followed.

Requirements

Skills and competencies

Experience and skills

• Attention to detail and accuracy.
• Strong organisational and time management skills.
• Ability to work under pressure and meet deadlines.
• Excellent communication and interpersonal skills.
• High level of integrity and professionalism.
• Strong problem-solving and reconciliation skills.
• Ability to work independently and collaboratively in a fast-paced environment

Qualifications and experience

• National diploma or degree in accounting, bookkeeping, or financial management.
• Minimum 3–5 years bookkeeping experience, preferably in a media, marketing, advertising, or creative agency environment.
• Proficient in accounting software
• Strong Excel skills (pivot tables, VLOOKUP, data analysis).
• Knowledge of SARS submissions (VAT, PAYE) and CIPC filings.
• Experience with managing project/job-costing-based financials is a plus.
• Familiarity with South African Generally Accepted Accounting Practices (GAAP).

Posted on 10 Apr 09:53, Closing date 8 Jun