Finance Officer

EyeCarePro is the leading marketing agency for eyecare professionals, specializing in providing comprehensive online marketing solutions for optometry practices in the US and Canada. We leverage digital platforms to enhance the visibility and success of optometry practices while assisting in refining each practice's unique story with stunning websites and strategies to connect them with their patients actively seeking help. Recognized with the prestigious EyeVote Award for five consecutive years in the Online and Social Media Marketing Services sector, our dedication to quality and innovation in the eyecare industry is unmatched.

Role Overview

We are seeking a dynamic and experienced Finance Officer to join our team. Reporting directly to the CFO, you will play a crucial role in delivering Finance Services to our brands, accurate and timeous financial recording in general ledger, billing to clients, payroll and supporting with reporting financial results.

Responsibilities

Debtors Management:

• Obtain contracts and invoice details from the Onboarding team, Client Strategists, Marketing Managers, and Directors.

• Create client records, prepare and calculate invoices according to structure and client contracts, and submit to clients.

• Liaise with clients to ensure POs are received, adjustments are reflected, and processed as tax invoices.

• Facilitate and run regular meetings with the internal client-facing team to ensure up-to-date client arrangements are reflected in the latest invoices.

• Load, maintain, and process pre-authorized ACH/debit orders and credit card collections.

• Responsible for timely collections, regular follow up on outstanding debtors and where required, escalate internally for support.

• Review all refund requests, quality hold requests, etc., ensuring all are approved by the CFO before processing.

• Prepare weekly and monthly data metrics for scorecard, namely:

• Cash flow status: Expected incoming cash.

• Debtors aging for each key business pillar.

• Average collection days in order to support and improve net working capital

• Record keeping, reporting and accounting for all transactions in the month.

Payroll Management:

• Maintain, and improve payroll data to ensure timely and accurate processing of payroll transactions, including salaries, benefits, garnishments, taxes, and other deductions.

• Capture all payroll updates, including new hires, terminations, and changes to pay rates for employees and contractors.

• Set and maintain internal deadlines for payroll processing to ensure timely submission and sufficient time for internal approvals, and timely transfer/payment.

• Prepare and submit attendance along with final payroll report to the CFO for review and sign-off.

• Prepare expense reimbursement schedule for review and sign-off by CFO.

• Prepare and maintain paid time off (PTO) reporting and utilization for review.

• Process accurate and timely year-end reporting when necessary for the geography in scope e.g. for the US, ensure all W2s, 1099s, etc forms completed and distributed.

• Prepare and submit for review the monthly reconciliation of payroll and contractor payrun, along with vendor invoices and statement to General Ledger.

• Identify, follow and close out all queries with vendors e.g. benefit providers.

Banking and Payables Management:

• Process day-to-day financial transactions, including deposits, withdrawals, credit card transactions, and transfers.

• Prepare, monitor, and reconcile bank and credit card accounts and post all transactions to the general ledger.

• Report any discrepancies or unusual activities or queries to the Group Finance Manager and CFO as applicable.

• Maintain accurate records by recording and classifying all expenses appropriately and ensuring all supporting documentation (e.g., invoices, receipts, etc.) is recorded and readily available for inspection.

• Serve as a point of contact for the companys banking institutions.

• Assist senior finance staff in implementing financial projects and initiatives.

• Prepare and maintain minimum documentation required for payment approval.

• Assist and support with weekly cashflow forecast.

GL Reconciliations:

• Prepare GL file and submit to Group Finance Manager for review & sign-off.

• Prepare debtors aging & creditors aging for weekly and monthly reporting and review.

• Intercompany transactions: confirm and agree intercompany transactions and balances with the other brand finance officers.

• Prepare general journal entries and process through the accounting system.

• Prepare monthly change report(s): Clients, Payroll, and credit note report.

• Submit documentation to the bank or vendor for payment.

• Prepare sales tax (VAT), tax pack, and submit to Group Finance Manager for review & sign-off.

• Submit to Tax Manager for final review and sign-off for the team to file.

• Review auto classifications of costs by accounting system and reclassify to appropriate department (cost center) and GL account.

• Assist Group Finance Manager to prepare internal finance pack (including data, commentary, and analysis).

• Assist with external and internal audit requests.

• Complete various ad-hoc reporting for CFO and Group Finance Manager.

Qualifications Required:

• Bachelors Degree (3 years) / NQF level 7 (Bachelors degree / NQF level 7. For example, a BA, B Com, BSc, or equivalent 3-year degree).

• Up to 8 years of experience.

Skills and Experience Required:

• High degree of administrative and organizational skills.

• Ability to prioritize, plan, and ask for support and formulate clarifying questions.

• High level of computer proficiency MS Word, MS Excel, MS PowerPoint.

• Quality management system how to comply with documentation principles.

• Assertive and independent with a can-do attitude and the ability to cope effectively under pressure and meet tight deadlines.

• Detail-oriented, able to thrive in a fast-paced environment.

• Excellent communication and presentation skills, capable of engaging with clients and stakeholders at all levels.

• Ability to work independently and collaboratively within an international team.

• Flexible to work remotely and travel as required.

Specific Requirements:

• All work is remote, you can work from wherever you want.

• You are required to provide your own:

• Computer, monitors, etc.

• Quiet workspace.

• Stable high-speed internet.

• Load-shedding equipment.

Benefits:

• Competitive salary and paid time off allowances.

• Opportunities for professional growth and development in a fast-growing and scaling business.

• Opportunity to actively contribute to the further growth of the organization.

• A supportive and collaborative work environment with a focus on continuous learning and improvement.

• Flexible working arrangements as the company is virtual.

• 8 am-4 pm EST position, Monday to Friday; however, we are flexible.