Accounts Payable Administrator

Main Purpose/objective Of The Position

Payment of clients’ rental and/or utility accounts to ensure accurate cash flow and control of all vendor accounts and relevant expenses in a timely and efficient manner.

Manage and maintain good, long-term vendor and client relationships while providing financial, administrative, and clerical support to the organization.

Operational Deliverables

1. Proactive management of vendor/creditor accounts. Analyse trends and identify ways of improving processes.
2. Maintain a tracker for a complete list of allocated accounts. Ensure accuracy and completeness for invoices received, captured, and paid.
3. Ensuring that all invoices received are VAT compliant. Communicating with creditors to correct invoices if issues are identified. Ensuring banking details are correct when submitting for release of payments on the bank.
4. Capturing and reconciliation of invoices/statements to ensure accuracy and completeness. Ensure all entries are verified and compare system reports to credit statements.
5. Filing of reconciliations on a centralized system.
6. Maintenance of accurate records for each allocated account.
7. Responsibility to communicate, investigate and resolve queries via phone, email, and/or meetings to be initiated.
8. Always ensure that all stakeholders are provided with regular feedback on the requests received.
9. Actively maintain a reminder system to ensure the finalisation of all matters pertaining to queries and payments.
10. Payment proposal sign-off before finalisation of payment runs. Checks to include but not limited to: 1) invoices on hand, 2) correctness of amount, 3) correctness of bank details on SAP vs invoice.
11. Requesting outstanding invoices from Eskom, Municipality or Private Landlord (Dependent on the list of allocated accounts per administrator).
12. Actively handling and resolving disconnections (and other queries) until finalised - being cognisant of the SLA - to ensure targets are met.
13. Proactively identifies concerns not aligned with workflow processes and procedures and takes proactive steps to address them within the area of control.
14. The incumbent must be able to execute the business objectives and plans as defined by Management by applying material and manpower resources to achieve objectives.

Decision-making Authority

1. Works within the broad framework of existing policies and guidelines, as amended from time to time.
2. Required to work strictly within prescribed rules, routines & standards.

Experience / Education Required

1. Minimum of Grade 12 with Accountancy as subject or equivalent qualification/training.
2. Bachelor’s degree in finance or accounting will be advantageous.
3. Minimum 2 years’ relevant experience.

PC And Functional Skills Required

1. Typing, Computer literacy: (Advanced MS Office, MS Word, MS Excel, PowerPoint, Contract Creation & Procurement system, SAP ECC)
2. Detailed knowledge of all financial policies, procedures and processes, Contract Management.

Competencies Required

1. Professional & Comprehensive communication and influencing
2. Planning and Organising
3. Analytical Thinking
4. Problem-solving (queries and reconciliations)
5. Decision making
6. Financial and Business Acumen
7. Attention to detail and Accuracy
8. Performance Focus (productivity and daily planning)
9. Customer / Client Focused
10. Able to handle high-pressure environment.

Major Drivers Of Work Volume

Number of vendors and profile of portfolio.

Interface / Relationships With

1. Internal: IT, Finance Manager, Account Payable Controller, Accounts Payables Administrators; Snr Accounts Payables Administrators; Leasing Payables team.
2. External: Vendors, Client.