ACCOUNTS ASSISTANT

JOB TITLE:ACCOUNTS ASSISTANT

NATURE OF JOB: FULLTIME

SALARY: KSHS. 35,000- 40,000JOB

LOCATION:WESTLANDS

DUTIES AND RESPONSIBILITIES

Financial Transaction Recording:

• Record and track all daily financial transactions in the accounting system (e.g., QuickBooks, Sage) including cash receipts, bank deposits, and payments made.
• Ensure that each transaction is classified correctly in the appropriate ledger accounts, including asset, liability, income, and expense accounts.
• Maintain supporting documents for all transactions, such as invoices, receipts, and payment vouchers, ensuring they are easily accessible for audits and reviews.

Processing Payments & Receipts:

• Verify, process, and prepare payments to suppliers, contractors, and service providers, ensuring timely payments are made in accordance with agreed terms.
• Process all receipts, ensuring that cash or cheque payments are recorded accurately and that proper receipts are issued for every transaction.
• Ensure that all payments and receipts are properly documented, filed, and reconciled with bank statements.

Invoice Management:

• Receive, verify, and process invoices from vendors, contractors, and service
• providers. Confirm that they are accurate and consistent with purchase orders and contracts.
• Maintain a system for tracking due invoices and follow up with departments to ensure timely payments are made.
• Resolve any discrepancies in invoices by liaising with vendors and the procurement team, ensuring that issues are quickly addressed and rectified.

Bank Reconciliation:

• Regularly reconcile the company’s bank accounts with the general ledger to ensure that cash balances and bank statements are accurate.
• Investigate and resolve any discrepancies between the bank statements and accounting records, working with the bank and internal teams as necessary.
• Monitor daily cash balances and inform management about any potential cash flow issues.

Petty Cash Management:

• Disburse petty cash to staff for approved office expenses in line with company policies.
• Keep a detailed and updated log of all petty cash transactions, including receipts, purposes, and remaining balances.
• Regularly reconcile the petty cash and prepare a report on usage. Replenish the fund when necessary, ensuring proper authorization.

Financial Reporting Support:

• Assist in the preparation of monthly, quarterly, and annual financial reports, including income statements, balance sheets, and cash flow statements.
• Analyze financial data and trends to identify any anomalies or discrepancies. Provide recommendations based on financial performance.
• Prepare detailed reports and summaries for management to help guide decision- making processes.

Compliance & Record-Keeping:

• Ensure that all accounting processes and financial transactions comply with company policies, procedures, and regulatory requirements.
• Assist in preparing and filing tax returns (VAT, PAYE, etc.), ensuring deadlines are met and compliance is maintained.
• Assist with internal and external audits by providing documentation, answering audit queries, and following up on any findings or required actions.
• Ensure all financial records (both electronic and paper) are well-organized, properly filed, and retained according to legal and company retention policies.

General Administrative Support:

• Support the finance department with any additional administrative tasks related to accounting as needed (e.g., preparing financial documents, organizing financial files).
• Work closely with the procurement, operations, and HR departments to ensure smooth financial operations across the company.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree in Accounting, Finance, or a related field
• 3-4 years of hands-on accounting experience (real estate industry
• experience will be an added advantage)
• Strong understanding of accounting principles and practices
• Proficiency in accounting software (e.g., QuickBooks, Sage, etc.)
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to work independently and as part of a team