Bookkeeper & Costing Administrator

SUMMARY:
Our client, an advertising and marketing agency that specialises in developing creative marketing strategies and campaigns that help businesses strengthen their brands, engage consumers and drive growth based in Bedfordview is looking for a highly organised, numerically strong and detail-oriented Bookkeeper & Costing Administrator to support the day-to-day financial administration, production costing processes and e-commerce operations of the business.
 
The successful candidate must have practical experience using Xero Accounting and strong Microsoft Excel skills. They should be comfortable managing financial documentation, coordinating freelancer costs and payments, preparing customer invoices, maintaining stock records and assisting with online shop fulfilment.

POSITION INFO:
In order to be considered the following is required:

• Matric with Mathematics or Accounting advantageous
• Bookkeeping or Accounting Certificate or Diploma is preferred
• Approximately 2 – 3 years of relevant experience in bookkeeping, finance administration or a similar role
• Practical experience with supplier invoices, purchase orders, payment preparation and reconciliations
• Previous exposure to stock control or e-commerce operations is advantageous
• Xero Accounting: Practical working experience is essential. The candidate must be comfortable capturing transactions, processing invoices and maintaining accurate accounting records
• Microsoft Excel: Strong proficiency is essential, including formulas, sorting, filtering, reconciliations and working with financial and stock spreadsheets
• Good working knowledge of Microsoft Outlook
• Previous experience in an advertising agency, creative agency, media business or production company
• Understanding of agency production workflows, freelancer timesheets, production purchase orders and
• internal cost recoveries
• Experience with e-commerce platforms, order fulfilment and stock management systems
• Exposure to production costing and project-based expenditure tracking

• Exceptional attention to detail and numerical accuracy
• Strong organisational and time-management skills
• Proactive follow-up on outstanding invoices, statements and documentation
• Ability to manage multiple priorities across finance, production and e-commerce
• Professional communication skills when dealing with suppliers, freelancers, colleagues and customers
• A dependable, hands-on approach with the ability to work independently
• High level of integrity and discretion when handling financial information

• Prepare internal cost estimates (CEs) and process internal recoveries
• Raise purchase orders for freelancers against approved timesheets
• Collate freelancer invoices, timesheets, purchase orders and supporting paperwork for payment
• Follow up on outstanding production invoices and documentation

• Capture company credit card transactions in Xero and ensure supporting documentation is attached
• Prepare supplier payment packs for approval
• Request and reconcile supplier statements and follow up on outstanding invoices
• Prepare and issue customer invoices
• Maintain accurate financial records and filing systems
• Collate and verify staff reimbursement claim
• Assist with new company credit card applications
• Support basic reconciliations and month-end preparation
• Ensure financial documentation is accurate, complete and submitted within agreed deadlines

• Process online orders and coordinate fulfilment and dispatch
• Conduct stock counts and maintain accurate inventory records
• Reconcile expired, damaged or discrepant stock
• Respond to customer queries regarding orders, deliveries and product availability
• Liaise with couriers and internal teams to resolve fulfilment issues

• Provide reception cover during the receptionist's leave
• Answer incoming calls, welcome visitors and direct enquiries
• Assist with general office administration and filing