Bookkeeper (Remote Job- Day shift)

RESPONSIBILITIES:

1. 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.

2. 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.