Creditors Clerk - Local (Midrand)

Job Grade: B5

Job Purpose

Responsible for maintaining and ensuring that all duties in relation to accounts payable are carried out to the required standards, to achieve the company's financial and business objectives, to accurately and efficiently manage local creditors and to ensure proper service levels.

Main Objectives:

Cash Flow Management

• Ensure the proper management of cash flow in terms of vendor payments.
• Submit weekly cash flow forecast by stipulated deadlines to the Accounts Payable Manager, to be compiled through invoices/statements, reconciliations, due dates and e-mails.
• Supplier account payments are made timeously via the various banking platforms, with the appropriate HOD authorisation according to the Company list of authorities.
• Submission of accurate and complete Import Loan instructions, by the required deadlines of the various banking institutions.
• Requirements listed per bank, including but not limited to: Payment Instruction, statement, invoice listing, confirmation of payment terms, copies of invoices where needed and supplier onboarding form.
• Deadlines: 3 days prior to value date.
• Follow-up of payment confirmation.
• Payment extension and conversion of COD accounts to terms.
• Managing of interest paid on supplier accounts.

Information Management

• Completion and submission for authorisation of supplier credit applications.
• Vendor onboarding - Retrieve the following required documentation: Company registration documentation, Tax clearance certificate, BBBEE certification, bank confirmation letter (not older than 3 months).
• Epicor vendor information maintenance and banking beneficiary maintenance.
• Ensure documentation meets SARS requirements and adheres to Company policies.
• Creation of sundry purchase orders and GRV’s.
• Matching stock invoices/credit notes to relating GRV’s/DMR’s and following up on any outstanding documentation. Investigate discrepancies and request/confirm cost adjustments where required.
• Ensure all supporting documentation and internal references are received as required. Scrutinise expenditure and review accuracy of figures.
• Capture/Accrual all expenditure in the correct periods and correct GL accounts.
• Supplier account payments are loaded and captured accurately on the banking platform and Epicor. Send payment confirmation and remittance advices to the staff/suppliers.
• Create AP/AR offset journals when required.
• Request AR Sundry Invoices for recoveries when required.
• Capture cashbook payments by the 4th of each month.
• Submit accurate financial information by the 12th of each month.
• Submit accurate Accruals to the Accounts Payable Manager by the 13th of each month.
• Submit reconciliations to the Senior Creditors Clerk by the 15th of each month, to be checked and authorised for payment submissions.
• Monthly feedback of AP Age items, 90 days and older, credit balances and advance payments. Engage with internal staff/suppliers to resolve queries. Resolution of 100% of queries within 3 months (as per monthly recon & AP Age).
• Monitoring credit balances and requesting refunds.
• Perform all duties to meet audit requirements and to submit documentation promptly.
• Perform other ad-hoc duties as assigned.
• Financial records are well maintained and stored.
• Actively reduce paper wastage in the office environment.

Soft Skills and Communication Management

• Perform all duties with professionalism and business etiquette.
• Good communication skills and ability to establish and maintain effective working relationships.
• Teamwork/ Employee Engagement/Office Morale upliftment.
• Prompt assistance to emails and telephone enquiries. Problem-solving.
• Deliver work to the best of your ability, even on tough days; Go above and beyond your job description.
• Constantly look for opportunities to grow and improve.

Qualification and Experience:

• Matric
• BCom in finance will be advantageous.
• Minimum 3 years' experience in similar position at a similar level.

Skills and Knowledge:

• Financial management principles
• Basic understanding of good corporate governance principles
• Internal processes and procedures regarding finance management
• Good computer literacy in Microsoft applications especially Excel
• General knowledge of accounting
• Good written and verbal communication skills
• Good telephone etiquette
• Good administration skills
• Ability to establish and maintain effective working relationships
• Time management skills
• Ability to plan and organize