Creditors/Admin Clerk

Profile Personnel; Stutterheim; On-site; ZAR 240,000 - 360,000; Full time

Job summary

A financial services company in Stutterheim is seeking a detail-oriented Creditors Clerk. The role focuses on managing creditor accounts, reconciling statements, and assisting with audits under the direction of a Senior Clerk. Candidates should have a diploma in Financial Accounting and at least four years of experience in creditors control, along with strong skills in MS Office and Sage 300. This position offers a dynamic and pressurized work environment.

Qualifications

• Minimum of 4 years' experience in creditors control.
• Experience in reconciling creditor accounts and processing invoices.
• Ability to work in a pressurized environment.
• Proficiency in MS Word and Excel at intermediate level.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Assist Senior Creditors Clerk with month-end reconciliations.
• Resolve supplier queries regarding non-payment of invoices.
• Review and ensure accuracy of transaction batches.
• Filing and archiving; resolve supplier payment queries.
• Prepare ad-hoc payments and maintain monthly outstanding approvals.
• Link supplier invoices on Sage to the receipt for correct vendor ledger reflection.
• Assist with auditor requests during audits.
• Maintain the EDMS mailbox on Teams and perform standby duties.
• Assist Stores Bookkeeper and Departmental Manager with documentation.

Skills

Computer literacy in MS Office (Word and Excel)

Attention to detail

Communication skills

Planning and organizing

Resilience under pressure

Resilience under pressure

Self-motivation

Education

Diploma in Financial Accounting

Tools

Sage 300 Accounting System

MS Office (Word & Excel)

Job description

The successful incumbent will be under the supervision of the Senior Creditors Clerk, but report directly to the Group Financial Manager.

Minimum Job Requirements

• Diploma in Financial Accounting preferred.
• Minimum of 4 years’ experience in a creditors control environment with exposure to creditors control, reconciliation of creditor accounts, processing of invoices and timely payment of creditors.
• Experience in using Sage 300 Accounting System preferred.
• High level of computer literacy in MS Office, specifically with Word and Excel skills at intermediate level.
• High levels of energy and resilience with ability to work in a pressurised environment which is deadline driven.
• Excellent planning and organising skills with ability to prioritise own workload.
• Highly effective verbal and written communication skills with good customer service orientation and ability to deal with varied stakeholders.
• Quick-paced, assertive & self-motivated individual with high level of attention to detail and accuracy.
• High level of ethical behaviour and confidentiality.

Job Description

Assisting the Senior Creditors Clerk

• Tying up invoices to the monthly statements for preparation of month end reconciliations
• Following up on outstanding invoices which are non-Stores related
• Filing and Archiving
• Resolving Supplier queries relating to non-payment of invoices
• Preparing Ad-Hoc payments
• Compiling and maintaining the monthly Outstanding Invoices and Approval listing
• Following up on invoices without approvals
• Assist senior Creditors clerk in providing documents to Stores Bookkeeper
• Assisting with Auditor’s requests during audits
• Maintaining the EDMS-mailbox on Teams
• Preparing Credit Applications

Stores Invoices

A consolidated Transaction Batch will be sent from Stores that should be ready for payment:

• Documents to be part of this transaction batch and which needs to be signed:
  • Requisition
  • Purchase Order
  • Delivery Note
  • Invoice
  • Receiving Slip
• Review all documentation which has been stamped and received relating to all purchases, prior to commencing with the invoice process
• Confirm that the details on the purchase order, delivery note and invoices all match i.e., supplier details, amounts and description of goods
• Check that the correct company was charged, and its postal address and VAT number appears on the invoice.
• Confirm that the departmental manager has approved the invoice for payment
• The Transaction Batches will be reviewed and where there are discrepancies noted, the batches will be returned to the Stores Bookkeeper for updating.
• The Stores Bookkeeper will assess the discrepancies and source, update and provide updated information in line with the request from the Admin Clerk.
• The Consolidated Transaction Batch must then be submitted to the Departmental Manager for final approval.
• The Departmental Managers will perform the following:
  • Review each purchase for validity, accuracy and completeness of documentation
  • Signs the invoice as approval for the purchase
• Liaise with the Stores Bookkeeper regarding outstanding invoices appearing on the vendor Statement
• Link the Supplier Invoice on Sage to the Receipt thereby assuring the correct amount reflects on the vendor ledger.

General

• Perform standby (Overtime) duties as instructed, as and when required
• Adhere to company policies & procedures at all times
• Assist with stores stock counts
• Maintain an attitude of respect towards colleagues, subordinates, superiors and external parties at all times.
• Perform any other ad hoc tasks as instructed, as and when required

Should you wish to apply please email your CV through to Meriek Robinson at [e-mail].

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.