Duties & Responsibilities

Main Job Responsibilities:

Daily

• Ensure accurate processing and verification of supplier invoices by the validations team
• Ensure all Excess Waiver validations are done daily by close of business
• Import all validated invoices into Evolution by 08h30 daily.
• Manage the scheduling and execution of payments in line with agreed payment terms and schedules
• Manage the creditor AVS process to ensure all bank accounts have been successfully verified before loading the code into the bank
• Ensure all successful verified creditor codes have been loaded into the bank timeously to avoid any payment delays
• Ensure all purchase orders for overheads and VAPs are loaded daily
• Maintain an up-to-date creditors ledger and ensure service provider accounts are reconciled daily.
• Resolve supplier queries and disputes promptly and professionally
• Ensure all proper record keeping including the saving of all recons, age analysis and statements to the correct locations in the electronic filing system (W:drive).
• Answer calls and deal with telephone queries
• Attend to and resolve all tasks logged to you on CCA.
• Train and coach creditors’ clerks to ensure all processes are correctly followed, address any areas where a process has not been followed immediately.
• Ensure the accounts mailbox is attended to by the finance administrator and that all statements and emails received have been allocated to the responsible creditors clerk to action.
• Attend meetings as and when required.

Weekly

• Ensure all weekly service provider payments runs are processed and released every Friday
• Manage the Reimbursement and Ex-Gratia process to ensure all payments are made every Friday
• Ensure all weekly preferred supplier recons are done weekly, such as Plumblink and First Help
• Complete the ABSA Purchase order recon and submit it to the Finance Administrator to capture in evolution every Wednesday
• Manage the Santam Real Estate validation process to ensure validations are completed by Wednesday close of business.
• Manage the onboarding process of new Service providers by ensuring the creditor has been loaded into evolution and the bank and that the SP has been allocated to a creditors clerk.

Meet with the creditors team weekly to manage implemented targets, address concerns, assist with queries etc.

Monthly

• Review the creditors allocation list to ensure all accounts have been allocated to a creditor clerk.
• Ensure all Service Provider recons for the top 100 SP’s are completed by the 20th of each month
• Ensure all SP deduction tasks have been processed to ensure an accurate AP age analysis at month end
• Prepare the month end payment run on the last day of each month to ensure payments are released on the first working day of the month
• Ensure all overhead purchase orders have been captured accurately and before the closure of month end
• Complete the Safe and Sound supplier recons and approve invoices for capturing and payment. Ensure queries are resolved promptly

Reconciliations

• Review service provider reconciliations for correctness. This is an ongoing process involving taking samples off recons, checking the samples have been managed correctly and that all issues are resolved. Coach team members as required.
• Manage debit balances by ensuring cases are validated where upfront payments have been made and all RTS’s that have been processed is recovered.
• Assist Creditor Clerks with resolving old reconciling items that have not been resolved by escalating to the responsible department manager. See queries through until resolution.

Creditor Communication

• Ensure that you and your team respond to Service Provider queries and complaints timeously (48 Hours) to avoid unhappy SP’s.
• Always maintain excellent supplier relationships by appropriate and courteous communication. The Creditors are your clients, and all their queries must be responded to and resolved by yourself and your team, until resolution.

Year End / Audits

• Ensure all recons are done at year-end to a standard acceptable for an audit and that the correct period has been fully reconciled, with explanations being provided on all material reconciling transactions.
• Assist with submitting requested Creditors samples during the financial year audit

Staff Management

• Set and ensure Creditors Clerks have met their daily, weekly and monthly targets.
• Monitor team attendance and timekeeping. Ensure that all leave has been submitted correctly through Sage
• Address any habitual offenses for timekeeping, tardiness, lack of performance, etc.
• Ensure all functions are covered daily and if an employee is absent there is a backup solution.
• Ensure the creditors team is adequately staffed to manage the workload effectively
• Manage departmental processes and ensure that all Standard Operating Procedures are current and that the staff has been trained.
• Quarterly KPI’s to be completed on your team, in the agreed format, discussed with the Financial Manager, and feedback provided to your staff. These need to be saved on the server in a confidential folder to be used to justify salary increases, promotions and bonuses.

Desired Experience & Qualification

Criteria

• Creditors management experience
• Banking systems experience
• Excellent communication skills
• Excel, including macros, lookups, and pivot tables
• Ability to compile reports including PowerPoint
• Effective use of company dashboards
• Clear Criminal Record and ITC Checks required
• Previous experience reporting into senior management

Culture fit and personal attributes

• Sense of urgency
• Fast and clear thinker
• Adhere to rules, processes and deadlines
• Organized
• Systematic
• Teamwork and engagement
• Able to gain respect from the team
• Leadership