Accounts Payable Administrator

SUMMARY:
Our client based in Pinetown is looking for an Accounts Payable Administrator to join the finance team. The individual will be responsible for the timely and accurate processing of invoices and maintaining records of transactions

POSITION INFO:
Minimum Requirements:

• 2-4 years’ experience in accounts payable, finance or a related accounting function
• Completed Grade 12
• 3-year degree or diploma in a Commerce related field
• Strong Knowledge of Accounts Payable Processes and Best Practices:
• In-depth understanding of end-to-end accounts payable functions, including invoice processing, vendor management, payment scheduling, reconciliations and internal controls.
• Familiarity with Financial Regulations and Compliance Standards:
• Working knowledge of relevant financial regulations, tax requirements and compliance standards, such as VAT and audit readiness, with a commitment to maintaining accuracy and accountability in line with regulatory expectations

• Proficiency in Accounting Software:
• Hands-on experience with accounting and ERP systems, able to navigate systems efficiently for invoice processing, reporting and reconciliations.
• Advanced Microsoft Office Skills:
• Strong proficiency in the Microsoft Office Suite, especially Excel as well as working knowledge of Outlook, Word and Teams for communication and document management.
• Attention to Detail and High Level of Accuracy:
• Demonstrates a meticulous approach to processing financial data, ensuring completeness and correctness in all tasks, particularly in invoice handling and reconciliations.
• Excellent Organizational and Time Management Abilities:
• Capable of managing multiple priorities and meeting tight deadlines in a fast-paced environment, while maintaining structure and clarity in daily work.
• Strong Communication and Interpersonal Skills:
• Able to communicate clearly and professionally with internal stakeholders and external vendors, both verbally and in writing, to resolve queries and maintain positive working relationships.
• Effective Problem-Solving and Analytical Thinking:
• Demonstrates critical thinking in identifying and resolving discrepancies, processing issues or system errors, with a proactive and solution-oriented mindset.
• Adaptability and Willingness to Learn:
• Open to learning new systems, processes and regulations.

• Vendor Setup and Management:
• Collect and verify all required onboarding documentation.
• Set up new vendor accounts in the accounting system and ensure accurate tax classification and compliance with company policies.
• Purchase Order (PO) Matching:
• Accurately match invoices with purchase orders and receiving documentation, ensuring alignment and correctness prior to processing.
• Invoice and Payment Processing:
• Process high volumes of vendor invoices efficiently, ensuring they are coded correctly, approved and paid in accordance with company policies and payment terms.
• Vendor Statement Reconciliation:
• Regularly reconcile vendor statements with internal records to identify discrepancies and ensure all transactions are accurately recorded.
• Invoice and Payment Discrepancy Resolution:
• Investigate and resolve invoice discrepancies, missing documentation or incorrect charges by liaising with vendors and relevant internal departments.
• Month-End Closing Support:
• Assist with month-end closing by preparing supporting documentation, reconciling accounts payable transactions and ensuring timely and accurate reporting.
• Vendor Records Maintenance:
• Maintain up-to-date and organized vendor files, including contracts, contact information and compliance documentation, ensuring records are audit-ready.
• Vendor Communication and Support:
• Respond to vendor queries professionally and resolve payment-related issues in a timely manner, maintaining strong business relationships.
• Audit and Reporting Assistance:
• Support internal and external audits by providing requested documentation, account reconciliations and reports as needed.
• Vendor Account Reconciliation:
• Perform regular reconciliations of vendor accounts, ensuring financial accuracy and addressing outstanding or aged items promptly.
• Process Improvement Support:
• Identify opportunities to enhance accounts payable processes and collaborate with the team to implement efficiency improvements and reduce manual work.
• Compliance with Financial Controls:
• Ensure all activities align with internal controls, financial policies, and approval hierarchies.
• Proactively report any potential compliance issues.
• Cross-Functional Collaboration:
• Participate in finance-related initiatives such as ERP system upgrades, policy reviews and interdepartmental projects to support continuous improvement.