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Accounting and Inventory Clerk
Not Disclosed
- Port-of-Spain
- 0 - 10000
- Permanent full-time
- Updated 05/02/2025
- Recruitment
• Update inventory systems and software to reflect accurate stock levels and transactions. • Generate inventory reports for management review
Essential Duties and Responsibilities:
Account Receivables:
• Record daily sales transactions in Xero accounting software, posting them as invoices promptly and accurately.
• Apply payments to daily sales records based on reconciliation of cash sales, ensuring proper allocation and recording of transactions.
• Maintain an up-to-date receivables ledger, ensuring all transactions are accurately recorded and reconciled with outstanding invoices.
• Follow up with customers via email and telephone call for collection of payment on outstanding balances.
• Investigate and resolve any discrepancies in customer accounts within 7 days of receiving queries, ensuring customer satisfaction and financial accuracy.
Payables:
• Receive and review purchase invoices and bills; verify accuracy and completeness of all required information including quantity, unit pricing, applicable discounts along with confirmation of the physical receipt of goods and the performance of services.
• Add new vendors to the accounting software.
• Scan and upload all purchase invoices and bills into OCR software.
• Categorize and code all purchase invoices and bills as drafts into accounting software using the most appropriate general ledger account and cost center.
• On a weekly basis, review all purchase invoices/bills scheduled for payment and confirm which outstanding bills are approved for payment.
• Maintain a physical and alphabetical open bill filing system for unpaid bills.
• Prepare cheque payment vouchers and payment disbursement (cheque, ACH or wire transfer) for signature and/or approval based on signing authority.
• Upload a digital copy of all cheque payment vouchers, cheques, ACH payments and wire transfer forms into the accounting software no later than one day after its preparation.
• Stamp all physical purchase invoices and bills as paid and insert payment method (cheque, cash, ACH or wire transfer) along with date of payment.
• Mark all purchase invoices and bills as paid into the accounting software no later than one day after the preparation of the cheque or execution of ACH or wire transfer.
• Request regular monthly statements from vendors on the 1st day of every month. Ensure validity and accuracy of vendor balances by performing reconciliations of statements and payables ledger balances monthly by the 15th day of the month.
• Investigate and resolve within 15 days any account discrepancies between vendor statement and payables ledger.
• Escalate all outstanding vendor payment disputes to management as part of a special payable report.
• Maintain excellent communication and relationships with vendors, employees, and management.
• Reconcile petty cash account.
• Any other duties as requested.
Inventory Management:
• Track and maintain accurate records of inventory and stationery levels, stock movements, and adjustments.
• Conduct regular stock counts and reconcile discrepancies.
• Analyze inventory trends and implement strategies to optimize and reduce inventory levels while maintaining operational efficiency.
Education & Experience:
• Bachelor’s Degree in Accounting or ACCA Level II or equivalent.
• Minimum of 1-2 years’ experience in a similar capacity.
• Experience in Xero accounting software will be an asset.
• Proficiency in Microsoft Office applications such as Word and Excel.
• Strong leadership, communication, attention to detail, people management, customer service and relationship management skills.
• An excellent team player.
Ref: Barataria
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