Bookkeeper & Operations Controller

SUMMARY:
Hotel & Conference Centre based in Durbanville is looking for a Bookkeeper & Operations Controller to manage the daily bookkeeping function while maintaining strong financial, stock and operational controls across the business.
 
The successful candidate will be responsible for ensuring that transactions are accurately recorded, stock is properly ordered and controlled, goods are correctly received, food costs are monitored, and operational procedures are consistently followed.
 
The role suits someone who is comfortable moving between bookkeeping, stock control, administration and practical operational oversight. The successful candidate must be observant, firm, trustworthy and willing to investigate discrepancies rather than simply process paperwork.

POSITION INFO:
Duties:
 
Bookkeeping & Financial Administration:
 
Capture supplier invoices, credit notes, payments and other financial transactions accurately and timeously.
Maintain complete and properly organised electronic and physical filing systems.
Process and maintain creditors and debtors accounts.
Reconcile supplier statements to the accounting records.
Perform bank, credit card, payment platform and other balance-sheet reconciliations.
Allocate payments and receipts correctly.
Ensure that all transactions have valid supporting documentation.
Maintain accurate records in Xero and supporting systems.
Assist with month-end processing and preparation of information for management and the external accountant.
Identify and investigate unusual transactions, missing documents and unreconciled balances.
Assist with payroll information, staff deductions and related journals where required.
Prepare schedules and reports requested by management.
 
Creditors & Purchasing Controls:
 
Maintain an up-to-date creditors age analysis.
Check supplier invoices against purchase orders, delivery notes and goods received.
Confirm that quantities, prices and discounts charged by suppliers are correct.
Investigate price increases, duplicate invoices, shortages and discrepancies.
Prepare supplier payments for approval.
Ensure that purchases are authorised and within agreed budgets.
Maintain approved supplier information, pricing lists and ordering records.
Compare supplier pricing and identify opportunities to reduce purchasing costs.
Follow up on supplier credits, returns and outstanding queries.
 
Stock Ordering & Receiving:

Monitor stock levels and prepare orders based on actual usage, par levels and anticipated demand.
Place approved orders with suppliers.
Coordinate delivery times and ensure that stock is received by an authorised employee.
Check deliveries against purchase orders, supplier invoices and delivery notes.
Confirm quantities, weights, quality, expiry dates and condition of stock received.
Ensure that damaged, incorrect or short-delivered stock is reported and credited.
Ensure that all stock received is captured accurately and stored correctly.
Maintain controls over storerooms, fridges, freezers and other stockholding areas.
Prevent unnecessary over-ordering, emergency purchasing, waste and stock-outs.
 
Stock Control & Stock Takes:
 
Conduct and supervise regular stock takes.
Prepare stock count sheets and ensure that stock is counted accurately.
Compare physical stock to theoretical and recorded stock.
Investigate stock variances, unexplained usage, wastage and possible theft.
Ensure that stock movements between departments or outlets are properly recorded.
Monitor high-risk and high-value stock items closely.
Maintain agreed minimum and maximum stock levels.
Report significant stock losses or control failures immediately.
Recommend improvements to stock-handling and storage procedures.
 
Food-Cost Control:
 
Capture stock purchases and cost information accurately.
Prepare food-cost, stock-consumption and cost-of-sales journals.
Reconcile opening stock, purchases, transfers, wastage and closing stock.
Compare theoretical food cost to actual food cost.
Investigate excessive food-cost percentages and unusual variances.
Monitor portion control, recipe compliance, wastage and unauthorised consumption.
Check that complimentary items, staff meals, voids and wastage are properly recorded.
Work with kitchen and operational staff to reduce waste and improve gross profit.
Prepare regular food-cost and stock-variance reports for management.
 
Cash, Sales & Operational Controls:
 
Reconcile daily sales to the point-of-sale system, card machines, delivery platforms and cash received.
Investigate voids, discounts, refunds, cancelled orders and unusual transactions.
Check that daily cash-up procedures are correctly completed.
Identify discrepancies between sales, stock movement and cash received.
Monitor compliance with company procedures and internal controls.
Report suspected fraud, theft, manipulation or serious procedural breaches immediately.
Assist management with implementing corrective controls.

Staff & Security Controls:
 
Monitor compliance with staff access, stock-handling and security procedures.
Conduct authorised staff searches where required, strictly in accordance with company policy, employee rights and applicable legislation.
Review security camera footage when investigating stock losses, cash discrepancies, incidents or procedural breaches.
Maintain confidentiality when dealing with staff, security footage and investigations.
Document incidents and provide factual reports to management.
Work professionally and fairly, without making unsupported accusations.
Escalate serious concerns to management for further investigation or disciplinary action.
 
Reporting:
 
Prepare regular management reports covering:
Creditors and outstanding supplier queries.
Debtors and overdue accounts.
Bank and balance-sheet reconciliations.
Stock levels and stock variances.
Purchases and supplier pricing.
Food-cost percentages.
Wastage and losses.
Daily sales and cash-up discrepancies.
Control failures and recommended corrective action.
 
Requirements
 
Grade 12
A bookkeeping, accounting or financial administration qualification is preferred.
At least 2–4 years’ relevant bookkeeping, stock-control or financial administration experience.
Experience using Xero or a similar accounting system.
Strong Microsoft Excel skills.
Experience with creditors, debtors and reconciliations.
Practical experience with stock takes, receiving stock and inventory control.
Hospitality, restaurant, retail or food-and-beverage experience would be highly advantageous.
Understanding of food-cost calculations and cost-of-sales journals would be advantageous.
Ability to work on-site in Durbanville.
Highly accurate and attentive to detail.
Honest, trustworthy and discreet.
Organised and able to maintain complete records.
Assertive enough to enforce controls and follow up on discrepancies.
Comfortable working with operational staff and suppliers.
Able to identify patterns, anomalies and possible control weaknesses.
Willing to ask questions and investigate figures that do not make sense.
Able to work independently and take ownership of deadlines.
Calm, fair and professional when dealing with sensitive staff matters.
Practical and willing to work outside the bookkeeping office when required.
Focused on protecting the company’s stock, cash and profitability.