Sales Executive (Chemical Division)

POSITION PURPOSE
Responsible for performing a variety of accounts payable and related clerical duties.

Receives, sorts, and proofs accounting documents, and posts totals.

Key Responsibilities:

1. Matches invoices to appropriate authorizing documents.
2. Codes invoices with appropriate general ledger account numbers and related project and budget codes.
3. Inputs invoice information into automated accounts payable application.
4. Performs arithmetic calculations and reviews internal records.
5. Prepares reports and maintains records and files as needed.
6. Completes collections and deposits of accounts receivable items.
7. Completes basic word processing and filing tasks.
8. Provides miscellaneous assistance as required.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the accurate and timely performance of accounts payable functions.
2. Reviews source documents and matches purchase orders, invoices, and receiving documents.
3. Codes invoices to appropriate general ledger accounts.
4. Determines optimum payment dates and takes advantage of all discounts on invoices.
5. Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
6. Ensures that approval authority is in accordance with purchasing policies.
7. Processes payments and obtains authorized signatures.
8. Performs accounting duties in accordance with established Company policies and procedures.
9. Researches, tracks, and resolves accounting or documentation problems and discrepancies.
10. Establishes and maintains effective business relations with vendors.
11. Researches and resolves vendor problems and billing discrepancies.
12. Maintains and projects the Company's professional reputation.

General Office Administration:

1. Placing orders on Procurement.
2. Assisting Contractors on Vantage.
3. Collating invoices for payment.
4. Creating of Debtor journals – as instructed by Property Manager.
5. Uploading documents onto BOL.
6. Collection of annual Turnover Certificates.
7. Uploading turnovers on BOL (where applicable).
8. Photocopying leases and other documents.
9. Assists with special projects as assigned.
10. Typing of correspondence.
11. Bar-coding of leases.
12. Overseeing and controlling the filing of original leases and other lease documentation.

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management. Assists Accounting Department personnel as needed. Keeps management informed of area activities and of any significant problems.

Reports transactions that are outside established purchasing policies to the Controller. Maintains regular contact with other departments to obtain information and/or to correct transactions. Assumes responsibility for related duties as required or assigned. Ensures that work area is clean, secure, and well maintained. Performs general accounting duties as needed.

PERFORMANCE MEASUREMENTS

1. Accounts Payable functions are accurate, current, and timely.
2. Accounting errors, discrepancies, and violations in purchasing policies are promptly identified and resolved.
3. Accounting duties are performed in accordance with established procedures and standards.
4. Good communication and coordination exist with Company personnel.
5. Assistance is provided as needed.
6. Effective business relations exist with suppliers and vendors.
7. Management is appropriately informed of area activities.

QUALIFICATIONS

Education / Certification: Matric. Additional bookkeeping qualifications and/or courses preferred.

REQUIRED KNOWLEDGE

1. Knowledge of Company purchasing policies.
2. Understanding of basic bookkeeping concepts and procedures.
3. Knowledge of automated accounts payable applications.

EXPERIENCE REQUIRED

1. One to two years of previous accounts payable experience.
2. One to two years of previous property/leasing administration experience preferred.
3. One year of administration experience.

SKILLS / ABILITIES

1. Well organized, accurate, and attentive to detail.
2. Good math skills.
3. Cooperative and willing to assist others.
4. Able to use accounting software and spreadsheets.