1. ROLE PURPOSE

The Accounts Executive supports the wider finance function by handling day-to-day accounting tasks, reconciliations, reporting support, and control checks across the business.

This role helps ensure:

• Financial records are accurate
• Daily and weekly reconciliations are completed
• Store and head office transactions are properly recorded
• Variances are identified early
• Management information is supported with reliable data
• This is not just a junior admin role. It is an operational finance role that supports accurate reporting and control.

2. PRIMARY ACCOUNTABILITY (NON-NEGOTIABLE)

The Accounts Executive is fully accountable for:

• Accurate posting of accounting entries
• Timely completion of reconciliations
• Investigation of variances and mismatches
• Support for month-end and reporting processes
• Maintaining clean supporting schedules and records

If reconciliations are incomplete, records are inaccurate, or variances are ignored — this role owns that failure.

3. CORE RESPONSIBILITIES

A. DAILY ACCOUNTING ENTRIES

• Post routine accounting transactions accurately
• Maintain records for:
• o Expenses
• o Bank entries
• o Transfers
• o Adjustments
• o Allocations
• Ensure entries are supported and coded correctly
• B. RECONCILIATIONS
• Perform regular reconciliations, including:
• o Bank reconciliations
• o Cash reconciliations
• o Intercompany / internal balances
• o Control accounts
• Investigate and clear reconciling items promptly
• Escalate unresolved differences quickly

C. STORE & SALES CONTROL SUPPORT

• Support checks on:
• o Daily sales vs reported figures
• o Deposits vs sales records
• o Variances in store reporting
• Assist in identifying unusual patterns or mismatches
• Work with internal teams to correct reporting issues

D. EXPENSE & PAYMENT SUPPORT

• Review expense claims and records for completeness
• Support preparation of payment-related documentation
• Ensure proper backing documents exist for posted costs
• Flag unusual, high, or unclear expense items

E. MONTH-END SUPPORT

• Assist in month-end close activities
• Prepare supporting schedules and reconciliations
• Ensure deadlines are met for reporting packs
• Help maintain accurate working papers for review by senior finance staff

F. REPORTING SUPPORT

• Assist in preparing management information
• Update finance trackers, summaries, and schedules
• Produce clean data for:
• o Store performance reviews
• o Cost analysis
• o Variance reporting
• Ensure reported numbers tie back to ledger records

G. VARIANCE REVIEW & ISSUE ESCALATION

• Identify inconsistencies in transactions and reports
• Investigate basic root causes
• Escalate issues such as:
• o Missing entries
• o Balance mismatches
• o Unusual expenses
• o Repeated store variances
• Support correction of accounting errors quickly

H. PROCESS COMPLIANCE & CONTROL

• Follow finance procedures and control rules strictly
• Maintain proper supporting documentation
• Help ensure clean audit trails
• Support accurate, disciplined finance operations

4. KEY PERFORMANCE INDICATORS (KPIs)

• Reconciliations completed accurately and on time
• Low level of unresolved variances
• Accurate day-to-day postings
• Strong support for month-end close
• Clean supporting schedules and records
• Timely escalation of issues affecting reporting accuracy

AUTHORITY LEVEL

Can:

• Investigate and query unusual transactions
• Escalate unresolved differences and risks
• Request supporting documents from internal teams

Cannot:

• Approve final journals of material significance without review
• Approve payments independently
• Override financial controls or reporting deadlines