BOOKKEEPER & ADMINISTRATIVE COORDINATOR

Introduction

In2Security & Fire (Pty) Ltd is seeking a highly organised, detail-oriented and proactive
Bookkeeper & Administrative Coordinator to join our team.

The successful candidate will be responsible for assisting with the company's day-to-day
financial administration, procurement, stock control, supplier coordination and general office
operations.

We are looking for a reliable individual who can multitask, work independently, take initiative
and ensure that administrative and financial processes run efficiently.

Duties & Responsibilities

Bookkeeping & Accounts
• Process supplier invoices, customer invoices and credit notes.
• Assist with accounts payable and accounts receivable.
• Perform bank, supplier and customer account reconciliations.
• Monitor outstanding customer payments and follow up on overdue accounts.
• Prepare supplier payment schedules.
• Maintain accurate financial records and filing systems.
• Assist with VAT documentation and monthly financial reporting.
• Capture and allocate transactions using accounting software.
• Assist with quotations, purchase orders and invoicing.

 

Procurement & Supplier Management
• Request and compare quotations from suppliers.
• Prepare and process purchase orders.
• Follow up on outstanding orders, deliveries and backorders.
• Confirm stock availability, pricing and lead times.
• Liaise with suppliers regarding deliveries and discrepancies.
• Maintain accurate procurement records.
• Coordinate material requirements with project managers and technicians.
• Ensure materials are ordered and delivered timeously to avoid project delays.

 

Stock Control & Inventory Management
• Maintain accurate stock records.
• Monitor stock levels and assist with replenishment.
• Record incoming and outgoing stock.
• Coordinate stock allocations to projects and technicians.
• Assist with regular stock counts and reconciliations.
• Investigate stock discrepancies.
• Ensure proper filing of delivery notes, goods received notes and supplier invoices.
• Maintain accurate inventory information in the company's accounting and stock systems.

General Administration & Project Support
• Provide day-to-day administrative support to management and project teams.
• Follow up on outstanding documentation, quotations and client approvals.
• Maintain project files and administrative records.
• Track outstanding orders, deliveries and project-related requirements.
• Assist with project costing and expense tracking.
• Prepare reports, spreadsheets and administrative documents.
• Communicate professionally with clients, suppliers and internal staff.
• Assist with general office coordination and administrative duties.

 

 

Desired Experience & Qualification

Minimum Requirements
• Minimum 2–3 years' experience in bookkeeping, accounts or a similar administrative
role.
• Previous experience in procurement and stock control.
• Good understanding of basic accounting principles.
• Proficiency in Microsoft Excel, Word and Outlook.
• Experience using accounting software, preferably QuickBooks Online.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.

• Good written and verbal communication skills.
• Ability to work independently and manage multiple responsibilities.
• Strong follow-up skills and the ability to meet deadlines.

Advantageous Qualifications & Experience
• Certificate or diploma in Bookkeeping, Accounting or Financial Management.
• Knowledge of supplier management and project procurement.
• Experience with inventory management and stock reconciliation.
• Understanding of VAT and basic financial reporting.
• Experience working with project managers and technical teams.
 

Personal Attributes
• The ideal candidate must be:
• Honest, reliable and trustworthy.
• Highly organised and systematic.
• Proactive and able to take initiative.
• Accurate and detail-oriented.
• Comfortable working under pressure.
• Able to prioritise tasks and meet deadlines.
• Confident in following up with suppliers and clients.
• Professional, responsible and committed to completing tasks.

Package & Remuneration

• Competitive remuneration based on qualifications and experience.
• Full-time employment.
• A varied role involving finance, procurement and operations.
• Opportunities for professional growth.
• A supportive and professional working environment.

Disclaimer

Please apply directly through Pnet, if you have not been contacted within 3 weeks, kindly note that your applications has been unsuccessful.