A well established company based in Kew requires a Cash Office Administrator

Duties & Responsibilities:

• Cash Management
• Cash Distribution
• Customer Service & Time Management
• Managing, recording & reconciliation of daily cash flow ( EFT & cash payments / COH – Work controls ) promptly & accuratel
• Compliance (Ensuring all criteria`s are met for the notional vat payments, ensuring vat invoices are received and correct before making standard vat payments etc. )
• Daily cash counts 
• Daily cash count sheets 
• Scan & email daily cash count sheets to all relevant parties
• Daily cash balance check for Izicash orders ( notes & coins ) & payments.
• Daily cash & bank payments for all entities received either via “walk-in clients” / WhatsApp notifications / email notifications etc. 
• Daily record keeping & reconciliation of payments made (EFT & cash ). Ensure work control sheets are up to date, accurate and in balance.
• Daily COH imports for previous day
• Daily Odoo control checks & reports
• Preload all Supplier bank payments for release
• Daily bill imports
• Daily reversal bill imports
• Daily bill payments on Xero to the COH account, ensure balance with work & Odoo control
• Daily purchase orders
• Daily correct Tax invoice submissions to relevant parties for any vat Supplier payments made
• Full daily Petty Cash related functions & the relevant related record keeping ( supporting documentation). Reconciliations must be accurate and in balance
• Full daily Collections related functions & the relevant related record keeping ( supporting documentation). Reconciliations must be accurate and in balance
• Daily csv downloads to ensure any cash withdrawals are accounted for and brought in on the COH & work control sheets
• Daily receipts for all cash local sales & the relevant record keeping
• Daily cash / EFT Inter-Company transfers & all relevant related record keeping. Reconciliations must be accurate and in balance
• Creating & maintaining new monthly work controls for COH
• Ordering new petty cash & collection books when needed
• Office Administrative tasks

KEY PERFORMANCE AREA:

Handling of Cash:

• Daily cash counts to ensure there is no missing cash and all cash withdrawn from the company can be accounted for. Cash counts to be done twice a day, and there should be someone checking the balance and signing once the balance has been checked. Ensure this is sent to everyone in the finance department by 8:30 am.
• Update the work control as transactions take place to ensure accountability and completeness.
• Make payments to suppliers timeously both cash and EFT
• Ensure there is enough cash to be able to pay vendors (order when required)
• Correct and updated Cash intercompany schedule needs to be sent out every Monday morning for cash loans.
• Ensure the month end balance on the work control agrees with the actual cash counts any discrepancies will be payable by the responsible person.

Communication:

• Ensure communication with suppliers to maintain relationship by keeping supplier in the loop regarding their payment.
• Ensure constant communication with the relevant team members regarding issues that arise in the cash office and while performing daily duties.
• PO’s and proof of payments should be sent directly to the supplier.

Customer Service Skills:

• Maintaining a professional and friendly demeanour when interacting with clients, customers, or the public, particularly in service-oriented settings.

Teamwork:

• Collaborating effectively with colleagues when working as part of a team to ensure a coordinated and thorough effort.         
• Use of initiative to identify and address any needs that may not be explicitly directed, contributing to overall accuracy and maintenance.
• Work efficiently to complete tasks in a timely manner, contributing to overall productivity.                                                                                                                       

Documentation:

• Keeping accurate records of cash and collections.
• Ensure invoices received meet the VAT requirements.
• Ensure for every bill that includes VAT we have a valid ta invoice that matches the bill on Odoo.
• For notional VAT ensure the relevant documents are completed and signed as set out in the VAT requirements for Notional VAT.
• Once payment is released print proof of payment and supporting documents for filing.
• Under no circumstances should a person sign for their own loan taken if this is a manager, we need another manager to sign.
• No Money should be given to anyone without the relevant signatures. 

Technical Skills:

• Bills from Odoo to be imported daily on Xero and payments allocated as required.
• Scanning and uploading invoices on Hubdoc, then process these invoices to Xero as awaiting approval.
• Ensure reconciliation of Collection accounts regularly.
• Check the bank statement daily and ensure you have supporting documents for every purchase made on a daily basis.
• Advance schedule for payroll.
• Follow-up on invoices after PO has been issued
• Ensure there are no long outstanding PO’s in the system.
• Ensure work control is imported on Xero timeously and correctly.
• Ensure the card slips and collected from card holders and the card holder has indicated the usage and expense account and if there should be a rebill
• Perform any other task as allocated to you.