Supplier & Accounts Payable Administrator

Supplier Invoice & Accounts Payable Management

• Receive, review, and process supplier invoices, ensuring all information is accurate, complete, and supported by the required documentation.
• Match supplier invoices to purchase orders, delivery notes, and other supporting documentation.
• Verify invoice details, including prices, quantities, VAT, supplier information, and agreed payment terms.
• Capture and maintain accurate supplier and invoice information on Pilot.
• Verify that valid purchase orders and required approvals are in place before processing invoices for payment.
• Prepare supplier payments and payment batches, ensuring accuracy and timely processing.
• Reconcile supplier statements and investigate and resolve discrepancies.
• Monitor supplier accounts and payment due dates, following up on outstanding invoices.
• Investigate and resolve duplicate, incorrect, or disputed invoices with suppliers and internal departments via email and telephone.
• Maintain professional supplier relationships through timely communication and follow-up.
• Arrange and attend supplier meetings to resolve account queries and discrepancies.
• Complete supplier credit applications and vendor onboarding documentation.

Purchasing, Stock & Supplier Administration

• Liaise with head office, managers, and receiving staff to resolve purchase order, invoice, stock, and supplier account queries.
• Liaise with head office regarding purchase order, invoice, and supplier account discrepancies, ensuring outstanding matters are followed up and resolved.
• Receive and check stock deliveries against relevant documentation, including NGF, Creation Wines, and The Stationery Depot.
• Conduct ad hoc stock counts of alcohol, cutlery, crockery, and linen.
• Assist with investigating stock discrepancies through stock reconciliations.
• Maintain the waste register and ensure records are accurate and up to date.
• Verify price adjustments and menu changes to ensure pricing is accurate and correctly reflected.
• Place and monitor stationery orders to maintain adequate office supplies.
• Process and coordinate bottle tag orders as required.

Cash, Petty Cash & Reconciliations

• Receive and count cash, verify amounts, and accurately record transactions on cash sheets.
• Issue and record petty cash in accordance with company procedures.
• Conduct regular petty cash checks and reconciliations.
• Perform tips reconciliations, including reviewing and adjusting tip reports to ensure accuracy.
• Assist with employee administration, including timesheets and related records.
• Add new employees to the clocking system and maintain accurate employee information.

Events & Front-of-House Support

• Provide administrative and operational support to Events and Front of House as required.
• Assist with incoming calls and respond to client enquiries.
• Assist with client meetings and related administrative requirements.
• Assist with Dineplan bookings, reservations, and related administration.
• Prepare and process client invoices and quotations as required.
• Assist with month-end booking spreadsheets, ensuring information is accurate and up to date.
• Provide administrative support for events and client functions.

General Administration & Operational Support

• Provide general administrative, financial, and operational support to management and the wider team.
• Maintain accurate records and documentation in accordance with company procedures.
• Follow up on outstanding administrative, financial, supplier, and operational matters.
• Communicate effectively with internal departments, suppliers, clients, and management to ensure matters are resolved efficiently.
• Perform other reasonable ad hoc administrative, financial, and operational duties as required.

Pay: From R15 000,00 per month

Work Location: In person