BOOKKEEPING MANAGER
The role of the Sectional Title Bookkeeping Manager is to ensure that the Bookkeepers meet its role objectives and primary focus and the department meets its service requirements to its clients.
Responsibilities include:
Analysis of General Ledger accounts to ensure accuracy, completeness and validity of information. Qdocs to be used as a cross reference.
Capturing of journal entries to correct misallocations and to update external and investment account balances.
Capturing of interest and bank charges for the reserve fund bank accounts.
Ensuring the reserve fund equity accounts are in balance with the reserve fund bank account.
Noting any variances between the reserve fund equity and the reserve fund bank accounts and informing the PM of same.
Noting any variances or concerns on the Chairman Pack report and escalating same to the designated Portfolio Manager.
Advising the Portfolio Manager of new or existing insolvent schemes.
Monthly updating of municipal reconciliations.
Monthly escalation of insurance claim, petty cash and legal fee enquiries to the Portfolio Manager.
Monthly recording of PTB distribution date on building control schedule.
Accounts are accurate and quality of information is high.
Chairman's packs are sent out every month within the relevant timeframe.
Budget Preparation and Loading
Prepare the annual budget.
Prepare the reserve fund budget ensuring that the building is compliant with the minimum reserve fund requirements in terms of Regulation 2.
Incorporate the 10-year maintenance plan into the budget in terms of Regulation 2.
Trustee approved or AGM approved budget to be loaded on Unibase timeously once received from the Portfolio Manager.
Ensuring budgets are completed timeously and accurately and that proposed increases and levy splits are accurate.
Budgets are up to date and consistently performed at a high quality level.
Taxation
Prepare and submit the annual income tax return with reference to the audited financial statements.
Prepare and submit the monthly or bi-monthly VAT return with reference to the Unibase VAT report and exception reports.
Quarterly request a SARS statement of account and ensure no outstanding returns, payments or refunds.
Tax submissions are completed and submitted timeously and within deadlines.
Tax computations are accurate.
Annual Audit File Preparation
General ledger to be thoroughly scrutinized for accuracy, completeness and validity of financial information. All outstanding debtors/creditors to be raised and Balance Sheet items to be confirmed and agreed to third party information before the audit report is prepared.
Qdocs audit report together with any required attachments to be copied to CD and circulated to the auditor promptly.
Department functions
Managing the Tax exposure and compliance status of the branch's tax buildings managed.
Ensuring tax exposures and risk are reduced for all buildings where public officer fees are received including tax & vat registrations.
Appropriate feedback and monitoring of all tax compliance issues & penalties.
Managing the accounting for New Take-Ons.
Accurate and complete monitoring of all accounting and compliance requirements for new take on buildings.
Reporting Line and Accountabilities
Will report into the National Accounts Manager but will also be directly accountable to the Community Scheme Department Manager for:
Achievement of responsibilities and deadlines for both own portfolio and the accounting team's portfolio.
Continuous liaison and guidance to portfolio managers in relation to financial reporting.
Financial management of portfolio of complexes and sign off on complex control schedule as completion of same.
Ensuring compliance of statutory financial requirements for all complexes.
Accountable for internal audit score and closure of outstanding gaps identified on action log.
Operational and mandated service standards.
Contribute to individual and team performance requirements.
Achieving 24hr turnaround time (deadlines) and maintaining world class service delivery with the 1st time right approach.
Contribution and alignment to the sectional title work stream of Trafalgar in terms of best practice schedules.
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