AIT - Accounts Payable Administrator

ADvTECH; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading educational organization in South Africa is seeking an Accounts Payable Administrator. Responsibilities include processing invoices, issuing payments, and resolving vendor queries. The ideal candidate should have Grade 12 education, bookkeeping or B-comm qualification, and experience in accounts payable. Strong knowledge of accounting procedures, data entry, and excel expertise is essential. This role is crucial for maintaining efficient financial operations and ensuring timely payments.

Qualifications

• 1 to 3 years of experience as an Accounts Payable Administrator.
• 1 to 2 years of Shared Services Experience.

Responsibilities

• Process invoices and issue payments efficiently.
• Verify invoices and resolve queries with vendors.
• Conduct vendor reconciliations and address discrepancies.

Skills

Knowledge of general accounting procedures and software

Proficient in data entry and management

Strong excel skills

Education

Grade 12

Bookkeeping qualification

B-comm

Drivers License

Job description

Overall Purpose of the Job

Responsible for processing of invoices and issuing of payments. To perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.

Education (Formal Qualification required)

• Grade 12
• Knowledge of general accounting procedures and Software
• Proficient in data entry and management
• Strong excel skills

Ideal

• Bookeeping qualification
• B-comm
• Drivers License

Experience

• Accounts payable Administrator (1 to 3 years)
• Shared Services Experience (1 - 2 years)

Accounts Payable – Invoice Verification and query resolution

• Ensure all invoices and monthly statements are obtained from suppliers and schools via the central sharepoint portal.
• Review and verify invoices and payment requests.
• Match invoices via 3 matching to purchase order/GRV
• Resolve all reconciling items between vendor statement and Pastel/Sage to alleviate late payments to vendors. Escalate queries in accordance with internal escalation procedure.
• Review the sharepoint query management portal daily and address bursar/vendor responses and Accurate capturing and matching of invoices. Internal and SARS compliance checks to be performed prior to capturing.escalate where necessary.

Accounts Payable – Vendor reconciliation and reporting

• Through the process of vendor statement reconciliation, identify and address discrepancies between the vendor records versus ADvTECH records to identify potential duplicate payments, credits not deducted to maximise cash flow and accruala not yet raised by the business units.
• Complete monthly Top 15 reconcilations, including ad hoc reconciations where required, according to requirements stipulated in the AP SOP.
• Ensure the AP ledger and related control accounts are balanced to the respective general ledger account and investigate and resolve any discrepancies.
• Assist with month-end closing
• Set invoices up for payment and upload onto system
• Track expense and process expense claims
• Provides supporting documentation for audits.
• Ensure that GRIR Report is reviewed weekly and non-current items resolved within the month to reduce balance sheet liabilities.
• Age Analysis must be reviewed weekly to ensure items are not left to age and to ensure accurate reporting and payment within agreed payment terms.

Accounts Payable - Vendor Payments

• Prepare documentation for weekly/monthly payment cycles in accordance with internal procedure, ensuring payment terms are adhered to.
• Prepare remittance advice per vendor for email submission on a weekly basis.
• Perform account allocations to contra invoices against payments on the Sage system after each weekly payment run.