Accounts Administrator

About the Position

IOS Fleet Management is looking for a highly organised, accurate and financially disciplined Accounts Administrator to join our team in Pinetown/New Germany.

The successful candidate will be responsible for the day-to-day accounts administration of the business, including accounts payable, accounts receivable, invoicing, supplier reconciliations, customer account follow-ups, payment preparation, financial record keeping and cash-flow administration.

This is a hands-on role in a busy fleet and transport environment. The successful candidate must be comfortable working with large volumes of invoices, supplier accounts, fuel expenses, vehicle operating costs and customer accounts while maintaining a high level of accuracy and confidentiality.

The position will work closely with management, operations, HR, suppliers and customers to ensure that financial information is accurate, up to date and available when required.

Key Responsibilities

Accounts Payable

• Capture and process supplier invoices accurately.
• Verify invoices against supporting documentation, purchase orders, job cards or approvals where applicable.
• Maintain an up-to-date creditors/supplier register.
• Reconcile supplier statements and investigate discrepancies.
• Identify duplicate, incorrect or unusual invoices.
• Prepare supplier payment schedules for management approval.
• Maintain accurate records of all payments and outstanding supplier balances.
• Monitor critical supplier accounts and escalate payment concerns to management.

Accounts Receivable & Debtors

• Prepare and issue customer invoices accurately and on time.
• Ensure invoices are supported by the required documentation.
• Maintain the customer/debtors ledger.
• Monitor customer payment terms and outstanding balances.
• Prepare and issue customer statements.
• Follow up overdue accounts professionally and consistently.
• Record customer payment commitments and follow-up actions.
• Identify disputed or overdue accounts and escalate them to management.
• Assist management with debtor collection and cash-flow planning.

Banking & Reconciliations

• Capture and reconcile daily financial transactions.
• Assist with bank reconciliations.
• Reconcile supplier and customer accounts.
• Investigate unmatched or outstanding transactions.
• Ensure financial records agree with supporting documentation.
• Maintain accurate records of receipts and payments.

Fleet & Transport Cost Administration

Because IOS Fleet Management operates within the transport and fleet environment, the position will also assist with the administration and monitoring of operational costs, including:

• Fuel expenditure.
• Vehicle repairs and maintenance.
• Tyres and related fleet expenses.
• Tolls and other operational expenses.
• Workshop and service-provider invoices.
• Vehicle-related supplier accounts.
• Driver-related approved expenses.
• Other operating costs associated with the fleet.

The successful candidate will be expected to maintain accurate records and assist management in identifying unusual or excessive expenditure.

Cash-Flow Administration

• Prepare regular cash-flow information for management.
• Maintain a record of expected customer receipts.
• Maintain a schedule of upcoming supplier payments and operating commitments.
• Identify potential cash-flow shortfalls.
• Highlight overdue customer accounts affecting cash flow.
• Assist management with prioritising payments.
• Provide accurate information to management regarding available cash and immediate financial commitments.

Payroll Administration

• Receive approved payroll information from HR.
• Capture approved salary, overtime, leave and other payroll inputs.
• Verify information before submission for payroll processing.
• Maintain supporting payroll documentation.
• Ensure payroll-related information is treated as strictly confidential.

Financial Administration & Record Keeping

• Maintain organised financial records and supporting documentation.
• Ensure invoices, receipts, statements and payment records are properly filed.
• Maintain electronic and physical financial filing systems.
• Assist with month-end financial administration.
• Prepare reports and schedules requested by management or external accountants.
• Assist with audits and financial information requests.
• Ensure records are accurate, complete and readily accessible.

Financial Controls

The successful candidate will be expected to maintain strong financial controls within the business.

Responsibilities will include:

• Ensuring payments have the required approval before processing.
• Checking supplier banking details carefully, particularly where banking information has changed.
• Preventing duplicate invoice payments.
• Ensuring invoices are supported by appropriate documentation.
• Maintaining separation between payment preparation and approval where applicable.
• Escalating suspicious transactions, irregular invoices or potential fraud immediately.
• Maintaining confidentiality of all financial and company information.

The Ideal Candidate

We are looking for someone who is:

• Highly organised and exceptionally detail-oriented.
• Numerically strong and comfortable working with financial information.
• Reliable and able to meet deadlines.
• Comfortable working independently and taking ownership of tasks.
• Able to follow up customers and suppliers professionally.
• Comfortable working in a fast-paced transport/fleet environment.
• Strong in Microsoft Excel and Microsoft Office.
• Able to maintain accurate records and filing systems.
• Professional when dealing with customers, suppliers and employees.
• Discreet and trustworthy when handling confidential financial information.
• Able to identify discrepancies and investigate problems rather than simply capturing information.

Experience & Qualifications

The following would be advantageous:

• Previous experience in an accounts or finance administration position.
• Experience with accounts payable and accounts receivable.
• Bookkeeping or accounting experience.
• Experience with accounting software.
• Experience in the transport, logistics, fleet, workshop or automotive environment.
• A bookkeeping, accounting or finance qualification.
• Strong Excel skills, including spreadsheets, formulas and reconciliations.

Key Performance Expectations

The successful candidate will be expected to maintain:

• Accurate supplier and customer accounts.
• Timely customer invoicing.
• Accurate supplier invoice processing.
• Up-to-date debtor and creditor records.
• Regular account reconciliations.
• Accurate payment schedules.
• Reliable cash-flow information.
• Properly supported financial records.
• Timely follow-up of overdue customer accounts.
• Strong financial controls.

What Success Looks Like

The person in this position should provide management with confidence that:

• Invoices are captured correctly.
• Customers are billed on time.
• Outstanding customer balances are actively followed up.
• Supplier accounts are accurate and reconciled.
• Payments are properly supported and authorised.
• Fleet operating costs are properly recorded.
• Cash-flow information is current.
• Financial records are organised and audit-ready.

This is an important administrative position within IOS Fleet Management, and the successful candidate will be expected to take ownership of the financial administration process and proactively identify issues before they become larger problems.

Location: Pinetown / New Germany, KwaZulu-Natal

Pay: R8 000,00 - R15 000,00 per month

Work Location: In person