Key Responsibilities & Duties

• Financial Controls
• Safe guarding Assets & Risk management
• Expense Management
• Ensure all Policies & Procedures are adhered to
• Administration at dealerships
• Staff and Salaries
• Reporting

Requirements of Key Responsibilities & Duties

Financial Controls

• Maintain a sound financial base of the allocated Branch/s
• Check Income statement on a weekly basis for misallocations
• Investigate all unusual entries
• Monitor the GP% for reasonableness
• Alert Dealer Principal and Departmental managers to any problematic situations or anomalies on the numbers promptly
• Assist and advise all department managers on costs and budgetary performance regularly
• Monitor financial performance of all departments and advise on possible improvement areas
• Reconcile and Review all Balance Sheet accounts – audit file to be done and complete by the 10th working day of every month
• All queries in audit file to be resolved within 30 days
• Responsible for accuracy of reconciliations
• Ensure that journal file is kept to date with proper authorization and supporting documents
• Assist the DP to drive weekly branch management meetings and monthly staff meetings

 Safeguarding Assets & Risk Management

• One physical vehicle stock count to be performed monthly – touch ALL vehicles
• Ensure weekly vehicle stock count balance and follow up on reconciling items
• Key and Natis recon to be done by stock controller – check and sign off by FM
• Ensure all stock in transit vehicles are stocked by stock controllers before month
• Perpetual parts stock counts to be done on a monthly basis
• Ensure that cash procedures are in place at dealerships
• Asset counts are done according to policy

 Expense Management

• Always get three quotes from suppliers to ensure we are paying the lowest price
• Ensure that all agreements longer than 1 month are covered by a proper SLA and reviewed by Motus legal
• Report excessive expenses to DP & Regional Financial Manager
• All expenses processed in the correct accounting month and department

 Policies & Procedures are adhered to

• Ensure that there is proper segregation of duties
• Assess policies and procedures on a regular basis to ensure objective is still being achieved
• Ensure new policies & procedures are implemented with immediate effect
• Report all policies & procedures not adhered to promptly to DP and RFM

 Responsible for oversight of the Administration at dealerships below

Credit Notes

• All credit notes must be authorized by the DP, department manager or Accountant – must comply with regional delegation of authority levels
• Check all supporting documentation is attached and correct a/p credit request

 Cash Sales – Parts & Workshop

• Cash sales to be reviewed on a daily basis – follow up all queries older than 3 days
• Ensure all money received at the branches are receipted immediately and banked daily

 Parts & Workshop department

• Check WIP weekly and ensure open job cards are adequately explained
• Check a sample of job card costing in the workshop – AMH service & maintenance plans and warranty jobs

 After sales

• All after sales should be analyzed to ensure vehicles are not being delivered without being properly reconditioned
• Ensure AOD’s are signed for money to be recovered from staff and salary input schedules updated timely

 SL age analysis

• Proactive Debtors management according to company policy,

 PL age analysis

• Review all PL recons
• Release payments as first signatory
• All queries more than 30 days must be resolved

 Cash on hand and Bank Accounts

• Bank and Cash on hand accounts to be allocated daily
• All queries must be resolved within 3 days
• Ensure monies received at Dealership are banked daily

 Monitor vehicle invoicing & deliveries

• Ensure procedures are in place to prevent vehicles being delivered and not invoiced on Drive

 Vehicle purchase account

• Vehicle purchase accounts should be checked on a weekly basis
• Queries to be resolved before month end

 Vehicle accessory accruals/estimates

• Review “unreceived cost” report on a weekly basis – follow up with stock controller.

 Staff & Salaries

• Train and develop staff when so required
• Check and submit all staff related documentation to Motus payroll timeously
• All commissions and other incentive to be checked and submit to RFM, DP and Payroll in time
• Check salary pre-runs and ensure the correct salaries/commissions/incentives are paid and deductions for AOD’s are done

 Reporting

• All reporting, including ISMS reporting and Hyperion pack, must be accurate and deadlines met as per monthly calendar from RFM
• Compile annual budgets and rolling forecasts for presentation to DP and RFMs
• Timely and accurate FIC, VAT, PAYE and Tax related reconciliations/submissions

 Other

• Due to the responsibility of your job function, there will always be matters that needs to be addressed outside of your job description which you will be held responsible for
• Always attempt to sort out queries yourself, inform Regional Office if you have any difficulty in resolving a query
• Report all risks to DP and RFM timeously
• Ensure the company’s best interest is always your first priority

PERSON SPECIFICATION

Skills required

• Drive (All Modules)
• Excel (Very good)
• 2 to 5 years Motor Industry Experience
• Very Good knowledge of accounting and VAT principles
• Good interpersonal skills
• Leadership and Management skills
• Accuracy and detail oriented
• Good administrative and communication skills, ability to work under pressure

Qualifications

• Relevant Finance Degree or Diploma in Finance (min 3-year diploma)

Personality

• Energetic, positive and proactive
• Team player and problem solver

Values

• Honest
• Responsible