This role is responsible for bookkeeping and finance operations across:

1. Ello Technology (primary operating company)
   
2. Ello Apple (property – small)
   
3. Glasshouse Group (real estate – small)
   

Sales captures stock-related transactions and customer invoicing. This role is responsible for the expense side, supplier/creditor discipline, reconciliations, payroll processing (if in scope), reporting visibility, and continuous automation within Zoho Books to reduce admin time and improve accuracy.

Multi-entity non-negotiables:

• Maintain clean separation between entities (no mixed transactions, bank activity, supplier bills, or coding).
  
• Manage inter company transactions correctly (e.g., reimbursements, shared costs, management fees) with supporting documentation and approvals.
  
• Apply consistent standards across all entities: every transaction must be supported by source documents.
  

 Zoho Books Ownership (All Entities) — Core

• Own the accuracy and completeness of Zoho Books for all three entities.
  
• Ensure correct coding of expenses to the right accounts/categories and cost centers/projects (where applicable).
  
• Maintain strong audit trails: correct references, notes, and attachments per transaction.
  
• Ensure correct tax/VAT treatment is applied on all supplier bills and expenses (where applicable).
  

 Expense Capture & Processing — Primary Scope

• Capture and process all business expenses including:
  
• Attach and file all supporting documents (slips, invoices, statements, approvals) consistently.
  
• Enforce company rules such as “no slip, no processing” (or the approved policy).
  
• Detect and flag duplicate invoices, incorrect charges, unusual spending, or anomalies.
  

 Suppliers, Creditors & Payment Runs

• Create and maintain supplier master data per entity (company details, VAT/tax, banking, payment terms, contact info).
  
• Track supplier payment terms and due dates; maintain a clean creditors ageing.
  
• Prepare weekly/monthly payment runs for approval and ensure payments are processed on time.
  
• Reconcile supplier statements (where available) to Zoho balances and resolve differences.
  

 Bank & Card Reconciliations

• Reconcile all bank accounts and credit cards per entity on an agreed cadence (weekly minimum; more frequently if volume requires).
  
• Investigate and resolve unmatched transactions promptly.
  
• Keep reconciliations clean, current, and ready for review at any time.
  

 Reporting & Financial Visibility 

• Produce and share recurring reporting (weekly/monthly as agreed), per entity:
  
• Maintain month-end readiness: ensure expenses, reconciliations, and documentation are complete for accountant/tax practitioner review.
  

 Process Discipline with Sales & Operations (Ello Technology)

• Sales owns stock capture and customer invoicing. This role ensures finance hygiene by:
  

Automation, Optimization & Tech Enablement (Zoho Books) — Core 

• Identify repetitive admin tasks and automate finance workflows inside Zoho Books to reduce manual work and errors.
  
• Configure and maintain:
  
• Maintain a simple Finance Automation Playbook documenting what’s automated and how it’s maintained.
  
• Train internal users on finance-related capture rules that reduce rework and errors.
  

SOP Compliance (Non-Negotiable) 

• Follow all company SOPs, checklists, and approval workflows consistently across all three entities.
  
• Use only approved processes for:
  
• Raise improvement suggestions, but do not change processes unilaterally.
  

Minimum Requirements (Must-Have)

• Proven SME bookkeeping / accounts experience with end-to-end ownership.
  
• Strong hands-on Zoho Books experience (daily operational use).
  
• Strong reconciliation skills (bank, card, supplier).
  
• Excellent document control and audit-trail discipline.
  
• Confident following processes, enforcing standards, and chasing missing documentation.
  
• Strong Excel/Google Sheets skills for reconciliations and basic reporting.
  
• Tech-savvy and process-minded, with a track record of improving/automating admin workflows.
  

Advantageous / Nice-to-Have

 Multi-entity bookkeeping experience and inter company allocations.

• Payroll processing experience (relevant to your jurisdiction).
  
• Exposure to Zoho Expense / Zoho Analytics (or similar) for reporting and receipt capture.
  
• Familiarity with light automation tools (only if approved by management).
  

Core Competencies & Behavioral Requirements 

• Attention to detail: accurate capture, coding, attachments, reconciliations; spots problems early.
  
• Excellent admin discipline: structured processing, clean records, strong follow-up.
  
• Exceptional organization: manages priorities across three entities without dropping balls.
  
• Consistency: reliable output every week, not “hero mode” at month-end.
  
• Gets-things-done-now mindset: closes loops, escalates early, doesn’t let work age.
  
• Ownership: takes responsibility for outcomes, not just tasks.
  
• Above-and-beyond contributor: improves systems, reduces friction, raises standards.
  
• Excellence mindset: contributes to making the company run better and cleaner.