Bookkeeping Assistant

Overview

This remote role supports the finance team with day-to-day bookkeeping, payroll administration, billing, and procurement/equipment coordination. The position is hands-on and suited to someone who enjoys working with numbers, maintaining accurate financial records, and ensuring routine processes run smoothly.

You will work closely with the Finance Lead to maintain accurate records, support timely payments, assist with billing cycles, and coordinate equipment and purchasing requirements across the business. After training, you should be able to work independently while knowing when to ask questions or escalate discrepancies.

Responsibilities

Bookkeeping and Financial Administration

• Import completed payroll information and related invoices into Zoho Books.
• Allocate payments to the correct invoices and investigate discrepancies.
• Maintain accurate financial records and supporting documentation.
• Update sales commission spreadsheets after each billing cycle, ensuring invoice details are recorded against the correct salesperson.
• Respond to internal queries relating to contractor remuneration and client billing rates, handling all financial information confidentially.

Payroll Support

• Assist with calculating contractor hours and preparing payroll information.
• Load payments onto the relevant payment platform for review and approval.
• Support payment processing in line with established procedures and deadlines.
• Handle routine contractor payment queries.
• Learn, document, and maintain key payroll processes to provide reliable cover when needed.

Billing and Contractor Onboarding

• Onboard new contractors into the relevant financial systems.
• Ensure approved rates and contractor details are accurately recorded across systems and documentation.
• Update recurring invoices following each billing cycle.
• Assist the Finance Lead with routine billing administration, reconciliations, and checks.

Procurement and Equipment Management

• Coordinate procurement requests from initial requirements through to delivery and record keeping.
• Obtain supplier quotations, confirm requirements, and secure the necessary approvals before placing orders.
• Liaise with suppliers and service providers, including IT and equipment vendors.
• Track orders, delivery dates, and outstanding items, keeping relevant team members informed.
• Maintain purchase records, supplier invoices, and equipment allocation information.
• Coordinate equipment replacements, returns, and procurement-related queries.
• Maintain an accurate equipment asset register.

Requirements

• Practical bookkeeping experience, including invoice processing and payment allocation.
• Experience supporting payroll and/or billing administration.
• Confidence working with Excel or Google Sheets and handling financial data.
• Strong attention to detail and the ability to identify and investigate discrepancies.
• Excellent organizational skills and reliable follow-through, particularly during payroll and billing periods.
• Clear, professional communication skills.
• Ability to handle confidential financial information with discretion.
• Proactive, independent approach to recurring tasks, with judgment to escalate issues when necessary.

Preferred Qualifications

• Experience using Zoho Books or similar accounting software.
• Familiarity with Airwallex or similar payment platforms.
• Experience using Hubstaff or other timesheet management systems.
• Previous procurement, supplier coordination, or equipment administration experience.
• A relevant bookkeeping or accounting qualification.

Compensation & Benefits

• Not specified.

Location & Working Hours

• Remote position.
• The successful candidate must be available from 16:00 to 20:00 SAST, Monday to Thursday to support key finance and payment processes.
• Depending on the candidate’s circumstances, the schedule may be structured as a straight shift (e.g., 12:00–20:00) or split across the day, provided the required availability is met.