Accounts Payable Administrator

Location: Woodmead

Primary Purpose (Role):

The Accounts Payable Administrator will be responsible for processing, verifying, and reconciling suppliers' invoices, credit notes, and payments.

Main Functions (but NOT limited to):

• Supplier reconciliations
• Payment preparation
• Payment matching
• AP adjustments (including processing of settlement discounts)
• Request of supplier statements
• Supplier master maintenance
• AP reconciliation (ledger to sub-ledger reconciliation)
• Age analysis review
• Diners club reconciliations
• Resolve queries on mismatched payments
• Foreign payment preparation
• Intercompany payments
• Planning of batch payments to assist cash flow forecasting

Key Performance Areas (Responsibilities):

• Receive and respond to supplier correspondence appropriately and in a timely manner.
• Timeous capturing of approved invoices and debit notes in various companies.
• Check that purchase orders match invoice.
• Identify appropriate timing of payments.
• Identify early settlement discount opportunities and inform necessary stakeholders.
• Import payment batches and ensure all payments are captured timeously.
• Identified assets to be captured to the asset clearing account.
• Allocate payment timeously to correct supplier invoice.
• Send remittances to suppliers.
• Ensure all invoices are made out to the correct legal entity, with the correct VAT number.
• Ensure invoices are received of paid pro-forma invoices and/or quotes.
• Convert to local currency, if foreign creditors, for processing if applicable.

Formal Qualification Required:

• Accounting, Finance, or relevant qualification
• Advantageous

Experience:

• Proven accounting and creditors experience 4+ years Essential
• Experience with general ledger functions and the month-end/year-end close process 4+ years Advantageous
• Full MS Office Package at minimum intermediate level 4+ years Advantageous
• Experience in Sage X3 ERP system 2+ years Advantageous

Knowledge Areas:

• Thorough knowledge of basic accounting procedures and principles Essential
• Excellent accounting software user and administration skills Essential
• Aptitude for numbers and quantitative skills Essential
• Adherence to policies, procedures, and instructions of Manager of Financial Reporting Essential
• Knowledge of financial statements (Accounts payable) Essential
• Accuracy and attention to detail Essential

Scope of Responsibility:

• Ensure the timely and accurate processing, verification, and reconciliation of suppliers' invoices, credit notes, and payments.
• Communicate professionally and efficiently with external suppliers to resolve account queries and discrepancies.
• Maintain accurate and organised records of all financial transactions and processes.
• Assist with month-end and year-end closing processes, including journal entries and accruals.
• Collaborate with internal staff to ensure proper coding and approval of invoices and payment requests.
• Utilise relevant software and systems, such as Sage X3 ERP, to accurately process and track financial data.
• Contribute to the improvement of accounts payable processes and procedures.
• Assist with internal and external audits as needed.

Contact information

Yolanda Swart