Bookkeeper (Remote Job- Day shift)

RESPONSIBILITIES:

• Live Contract Reconciliation Sheets
• Prepare and maintain Live Contract Reconciliation Sheets for each Purchase Order (PO).
• Create a full contract breakdown, ensuring all components such as retention amounts, approved variations, deductions, and back charges are accurately recorded.
• If a PO lacks a contract breakdown, communicate with the subcontractor or supplier to obtain one.
• Continuously update and monitor the reconciliation sheets to ensure accuracy and completeness.
• Invoice Review & Payment Schedule Issuance

Upon receiving an invoice:

• Verify that all invoices received have a corresponding Purchase Order.

If no Purchase Order (PO) exists:

• Reject invoices without POs by issuing a Payment Schedule, clearly stating the reason for deductions.

Forward the invoice to the Site Manager and request:

Confirmation of awareness of the works If they approved the works and if so an explanation for approving works without a PO Any comments regarding the invoice

If a Purchase Order does exist:

• Send invoices to the Site Manager for approval within 3 days.
• Ensure comments and approvals are received on time,
• Follow up daily via email until approval is received
• Escalate to the Management Team if no approval is received after 3 days.

Once feedback is received:

• Update the Live Contract Reconciliation Sheet with approved amounts and comments.
• Draft and finalize Payment Schedules for rejected or reduced items, ensuring issuance within 10 days in accordance with the SOPA Act.
• Coordinate with the Accounts or Commercial Manager for review and finalize necessary adjustments.

QUALIFICATIONS:

Must have:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.

2–4 years of bookkeeping or accounting experience, preferably in construction, engineering, or a project-based industry.

• Working knowledge of accounting software (e.g., Xero, QuickBooks, or MYOB).
• Strong understanding of invoice processing, purchase order systems, and reconciliation procedures.
• Proficient in Microsoft Excel (pivot tables, formulas, and data reconciliation).
• Excellent attention to detail, organizational, and analytical skills.
• Strong communication and coordination abilities, especially in dealing with site managers, vendors, and internal teams.
• Proven ability to meet deadlines and manage multiple priorities in a fast-paced environment.

PREFERRED SKILLS (nice to have):

• Experience with construction or subcontractor payment processes.
• Familiarity with SOPA (Security of Payment Act) compliance.
• Experience preparing financial reports or assisting with month-end closing.
• Exposure to contract administration or commercial accounting functions.