Creditors/Admin Clerk

The successful incumbent will be under the supervision of the Senior Creditors Clerk, but report directly to the Group Financial Manager.

Minimum Job Requirements

• Diploma in Financial Accounting preferred.
• Minimum of 4 years’ experience in a creditors control environment with exposure to creditors control, reconciliation of creditor accounts, processing of invoices and timeous payment of creditors.
• Experience in using Sage 300 Accounting System preferred.
• High level of computer literacy in MS Office, specifically with Word and Excel skills at intermediate level.
• High levels of energy and resilience with ability to work in a pressurised environment which is deadline driven.
• Excellent planning and organising skills with ability to prioritise own workload.
• Highly effective verbal and written communication skills with good customer service orientation and ability to deal with varied stakeholders.
• Quick-paced, assertive & self-motivated individual with high level of attention to detail and accuracy.
• High level of ethical behaviour and confidentiality.

Job Description

Assisting the Senior Creditors Clerk

• Tying up invoices to the monthly statements for preparation of month end reconciliations
• Following up on outstanding invoices which are non-Stores related
• Filing and Archiving
• Resolving Supplier queries relating to non-payment of invoices
• Preparing Ad-Hoc payments
• Compiling and maintaining the monthly Outstanding Invoices and Approval listing
• Following up on invoices without approvals
• Assist senior Creditors clerk in providing documents to Stores Bookkeeper
• Assisting with Auditor’s requests during audits
• Maintaining the EDMS-mailbox on Teams
• Preparing Credit Applications

Stores Invoices:

A consolidated Transaction Batch will be sent from Stores that should be ready for payment:

• Documents to be part of this transaction batch and which needs to be signed:
  • Requisition
  • Purchase Order
  • Delivery Note
  • Invoice
  • Receiving Slip
• Review all documentation which has been stamped and received relating to all purchases, prior to commencing with the invoice process
• Confirm that the details on the purchase order, delivery note and invoices all match i.e., supplier details, amounts and description of goods
• Check that the correct company was charged, and its postal address and VAT number appears on the invoice.
• Confirm that the departmental manager has approved the invoice for payment
• The Transaction Batches will be reviewed and where there are discrepancies noted, the batches will be returned to the Stores Bookkeeper for updating.
• The Stores Bookkeeper will assess the discrepancies and source, update and provide updated information in line with the request from the Admin Clerk.
• The Consolidated Transaction Batch must then be submitted to the Departmental Manager for final approval.
• The Departmental Managers will perform the following:
  • Review each purchase for validity, accuracy and completeness of documentation
  • Signs the invoice as approval for the purchase
• Liaise with the Stores Bookkeeper regarding outstanding invoices appearing on the vendor Statement
• Link the Supplier Invoice on Sage to the Receipt therefor assuring the correct amount reflects on the vendor ledger.

General:

• Perform standby (Overtime) duties as instructed, as and when required
• Adhere to company policies & procedures at all times
• Assist with stores stock counts
• Maintain an attitude of respect towards colleagues, subordinates, superiors and external parties at all times.
• Perform any other ad hoc tasks as instructed, as and when required