Payment Clerk Assistant

SUMMARY:
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POSITION INFO:

JOB PURPOSE

Responsible for assisting in the efficient processing of payments, often focusing on verifying invoices, ensuring accuracy, and managing the payment process as well as finance admin.

Key Responsibilities:

• Invoice Processing: Project Payments

Receiving, verifying, and processing supplier invoices relating to project payments
Ensure validity of supplier invoices: Company details i.e., name of the store; format must be as per the legal entity the invoice is processed for, store address and entity VAT number. Also ensure all relevant details of the supplier is visible as well, i.e., company details, VAT number and bank details

• Payment Preparation:

Preparing payment imports, ensuring timely and accurate payments.

• Record Keeping:

Maintaining accurate and updated records of creditors' details, balances, and statements.

• Query Handling:

Addressing queries from suppliers, providing necessary information, and resolving any issues.

• Follow-up:

Making follow-up calls to suppliers, obtaining statements, and tracking outstanding invoices.

• Finance admin assistance

New bank accounts - Apply for new bank accounts, complete documents and finalise process

Send out bank confirmation to all relevant parties once confirmation is received

Speedpoints applications - Prepare documents for signatures from relevant parties, send to the bank once all signatures received

Arrange installation/replacement dates for speedpoints between FNB and stores

Debit card applications and cancellations - new stores, store manager switches, store manager dismissals, store manager take-ons, do regular follow ups and queries when changes happen without knowledge

Prepare documents for signatures from relevant parties, send to the bank once all signatures received

Follow ups on delayed responses

Compose letters to the bank for when a bank account needs to be closed

Update and maintain store billing details tracker with new information or additional information

Maintain and update store allocations for payment folders

File all finalised bank documentation

Various ad-hoc on request from Payments Clerk and Senior Management.

SKILLS, EXPERIENCE & COMPETENCIES

• 1-2 years + experience in administration
• Minimum education: Matric
• Able to work independently and in a team.
• Must be flexible with open mind to find solutions and overcome challenges.
• Ability to multitask and work under pressure.
• Trustworthy, reliable and responsible.
• Attention to detail.
• Computer literate, specifically excel (Intermediate level a requisite).

PERSONAL CHARACTERISICS:

• Must be able to work under pressure.
• Well spoken (English), well presented and professional in approach.
• Disciplined to work with a team.