Job Purpose

The Bookkeeper is responsible for maintaining accurate financial records, processing financial transactions, performing reconciliations, and supporting the effective financial administration of HG Travelling Services. The role ensures the integrity of financial data, compliance with company policies and statutory requirements, and the timely processing of payments and banking activities within a fast-paced transport and logistics environment.

The incumbent supports the Finance Department through the administration of supplier accounts, banking transactions, fleet and operational expenditure, fixed asset management, insurance administration, and financial reporting. The role contributes to sound financial governance, effective operational support, and the achievement of the Company's strategic and operational objectives.

Key Responsibilities1. Cashbook, Credit Card and Bank Reconciliations

• Process and allocate all supplier transactions within Sage Evolution.
• Maintain accurate daily bank allocations.
• Reconcile all company credit card transactions monthly.
• Process and reconcile petty cash transactions and supporting documentation.
• Perform monthly bank reconciliations as part of the month-end close process.
• Investigate and resolve reconciling items and discrepancies timeously.
• Ensure all transactions are supported by valid source documentation.
• Assist with month-end financial reporting requirements.
• Maintain audit-ready reconciliation schedules and supporting records.

2. COD Supplier and Weekly Payment Administration

• Manage Cash on Delivery (COD) supplier accounts and payment requirements.
• Prepare and process weekly payment submissions in accordance with company payment cycles.
• Verify supplier documentation and ensure compliance with payment procedures.
• Distribute Proof of Payments (POPs) to suppliers under management.
• Maintain positive supplier relationships through efficient communication and payment administration.
• Support the Financial Manager in monitoring supplier accounts and resolving account queries.
• Assist with fuel, fleet maintenance, travel-related, and operational supplier payments where applicable.

3. Fixed Asset Register Administration

• Maintain and update the Fixed Asset Register (FAR).
• Record asset acquisitions, transfers, disposals, impairments, and write-offs.
• Verify asset information and supporting documentation.
• Process monthly depreciation journals in Sage Evolution.
• Assist with annual asset verification exercises and insurance asset listings.
• Support fleet, workshop, IT, and operational departments with asset tracking requirements.

4. Banking Administration

• Load approved supplier payments onto the Online Banking platform.
• Maintain banking beneficiary records and ensure compliance with internal controls.
• Assist with electronic payment processing and banking reconciliations.
• Administer company credit card allocations and expenditure monitoring.
• Liaise with banking institutions regarding payment queries and banking matters.
• Perform ad hoc banking and treasury administration functions as required.
• Ensure adherence to delegated authority levels and payment approval processes.

5. Insurance Administration

• Maintain and update insurance schedules and asset registers.
• Assist with insurance claims and supporting documentation.
• Liaise with insurers, brokers, and internal stakeholders regarding claims and asset updates.
• Ensure all insured assets are accurately recorded and reported.

6. General Financial Administration

• Convert and distribute monthly credit card statements to cardholders.
• Maintain accurate electronic filing and record management on SharePoint.
• Prepare financial schedules and reports as requested.
• Assist with audit preparation and information requests.
• Provide administrative support to the Finance Department and assist with special projects.

7. Compliance, Governance and Internal Controls

• Ensure compliance with company financial policies and procedures.
• Adhere to all statutory, taxation, and regulatory requirements.
• Maintain strong internal controls and segregation of duties.
• Support internal and external audit requirements.
• Ensure compliance with company governance standards and risk management practices.
• Protect confidential financial information and company assets.

QualificationsEssential

• Certificate in Bookkeeping, Finance, or Accounting.
• National Diploma in Finance, Accounting, or Bookkeeping preferred.

Advantageous

• Further studies in Accounting or Finance.
• Sage Evolution certification or advanced system training.

Experience

• Minimum 3–5 years' experience in a bookkeeping or finance administration role.
• Experience within the transport, logistics, fleet, travel, or service industry will be advantageous.
• Proven experience with bank reconciliations, supplier payments, and financial administration.
• Experience using Sage Evolution or similar ERP/accounting systems.
• Experience using Fleetio or similar fleet management software will be advantageous
• Experience with Online Banking or comparable banking platforms.

Knowledge, Skills and Abilities

• Bookkeeping principles and accounting practices.
• Sage Evolution accounting system.
• Banking and electronic payment processes.
• Fixed asset management.
• Financial controls and governance requirements.
• VAT and general financial compliance requirements.
• Understanding of transport and logistics operational environments is advantageous.

Skills

• Strong reconciliation and analytical skills.
• Excellent attention to detail and accuracy.
• Strong organisational and planning skills.
• Effective time management and prioritisation abilities.
• Intermediate to advanced Microsoft Excel skills.
• Good written and verbal communication skills.
• Strong record-keeping and document management skills.

Abilities

• Ability to work independently and as part of a team.
• Ability to manage multiple priorities and deadlines.
• Ability to handle confidential financial information with discretion.
• Ability to identify discrepancies and implement corrective actions.
• Ability to work effectively in a fast-paced operational environment.
• Ability to build positive relationships with suppliers, managers, and internal stakeholders.

Key Performance Indicators (KPIs)

• Accurate and timely completion of monthly bank reconciliations.
• Timely processing of supplier payments and banking transactions.
• Accurate maintenance of the Fixed Asset Register.
• Completion of monthly credit card reconciliations.
• Compliance with company financial controls and governance requirements.
• Timely resolution of supplier, banking, and reconciliation queries.
• Accurate filing and maintenance of financial records and supporting documentation.
• Positive audit outcomes with minimal findings relating to bookkeeping processes.

Pay: R15 000,00 - R18 000,00 per month

Education:

• Diploma (Required)

Experience:

• Accounting software: 3 years (Required)

Work Location: In person