Accounts Payable Administrator

Payment of clients’ rental and/or utility accounts to ensure accurate cash flow and control of
all vendor accounts and relevant expenses in a timely and efficient manner.
Manage and maintain good, long-term vendor and client relationships while providing
financial, administrative, and clerical support to the organization.

Operational Deliverables:

• Will include, but not limited to:
• Proactive management of vendor/creditor accounts. Analyse trends and identify
• ways of improving processes.
• Maintain a tracker for a complete list of allocated accounts. Ensure accuracy and
• completeness for invoices received, captured, and paid.
• Ensuring that all invoices received are VAT compliant. Communicating with creditors
• to correct invoices if issues are identified. Ensuring banking details are correct when
• submitting for release of payments on the bank.
• Capturing and reconciliation of invoices/statements to ensure accuracy and
• completeness. Ensure all entries are verified and compare system reports to credit
• statements.
• Filing of reconciliations on a centralized system.
• Maintenance of accurate records for each allocated account.
• Responsibility to communicate, investigate and resolve queries via phone, email, and/or meetings to be initiated.
• Always ensure that all stakeholders are provided with regular feedback on the requests received.
• Actively maintain a reminder system to ensure the finalisation of all matters pertaining to queries and payments.
• Payment proposal sign-off before finalisation of payment runs. Checks to include but not limited to:       1) invoices on hand, 2) correctness of amount, 3) correctness of bank details on SAP vs invoice.
• Requesting outstanding invoices from Eskom, Municipality or Private Landlord (Dependent on the list of allocated accounts per administrator).
• Actively handling and resolving disconnections (and other queries) until finalised – being cognisant of the SLA – to ensure targets are met.
• Proactively identifies concerns not aligned with workflow processes and procedures and takes proactive steps to address them within the area of control.
• The incumbent must be able to execute the business objectives and plans as defined by Management by applying material and manpower resources to achieve objectives.

Decision-making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time.
• Required to work strictly within prescribed rules, routines & standards.

Experience / Education Required:

• Minimum of Grade 12 with Accountancy as subject or equivalent qualification/training.
• Bachelor’s degree in finance or accounting will be advantageous.
• Minimum 2 years’ relevant experience.

PC and Functional Skills Required:

• Typing, Computer literacy: (Advanced MS Office, MS Word, MS Excel, PowerPoint,
• Contract Creation & Procurement system, SAP ECC)
• Detailed knowledge of all financial policies, procedures and processes, Contract
• Management

Competencies Required:

• Professional & Comprehensive communication and influencing
• Planning and Organising
• Analytical Thinking
• Problem-solving (queries and reconciliations)
• Decision making
• Financial and Business Acumen
• Attention to detail and Accuracy
• Performance Focus (productivity and daily planning)
• Customer / Client Focused
• Able to handle high-pressure environment

Major drivers of work volume:
Number of vendors and profile of portfolio.
Interface / relationships with:

• Internal: IT, Finance Manager, Account Payable Controller, Accounts Payables
• Administrators; Snr Accounts Payables Administrators; Leasing Payables team
• External: Vendors, Client