Creditors & Utility Administrator

2 weeks ago

Pretoria, Gauteng, South Africa Broll Property Group Full time

POSITION PURPOSE

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the accurate and timely performance of accounts payable functions.
a. Reviews source documents and matches purchase orders, invoices, and receiving documents.
b. Codes invoices to appropriate general ledger accounts.
c. Determines optimum payment dates and takes advantage of all discounts on invoices.
d. Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
e. Ensures that approval authority is in accordance with purchasing policies.
f. Processes payments and obtains authorized signatures.
g. Performs accounting duties in accordance with established Company policies and procedures.
h. Liaises with UM Company as needed
i. Investigates variances and questions on municipal accounts
j. Researches and resolves discrepancies, perform reconciliations and explain or resolves variances.
k. Release accounts on system for approval and subsequent payment on the creditor module.
l. Identify and address expenditure abnormalities with council
n. Ensures that Council Utilities accounts are properly reconciled and invoiced each Utilities cycle.
o. Ensures that reports, records, and related documentation are completed in accordance with Company policies and procedures.

2. Assumes responsibility for effectively researching, tracking, and resolving (or properly referring) accounting or documentation problems and discrepancies.
a. Receives and processes mail from clients. Reviews, records, and distributes paperwork.
b. Maintains regular contact with management and other departments to obtain information and/or to correct transactions.
c. Receives client information. Analyzes information and determines if revisions must be made.

3. Assumes responsibility for establishing and maintaining effective business relations with vendors.
a. Researches and resolves vendor problems and billing discrepancies.
b. Answers vendors' questions or refers them appropriately.
c. Maintains and projects the Company's professional reputation.

4. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.
a. Assists Accounting Department personnel as needed.
b. Keeps management informed of area activities and of any significant problems. Reports transactions that are outside established purchasing policies to the Controller.
c. Maintains regular contact with other departments to obtain information and/or to correct transactions.

5. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Performs general accounting duties as needed.
c. Maintains confidentiality.
d. Completes special projects as assigned.

PERFORMANCE MEASUREMENTS

  • Accounts Payable functions are accurate, current, and timely.
  • Accounting errors, discrepancies, and violations in purchasing policies are promptly identified and resolved.
  • Accounting duties are performed in accordance with established procedures and standards.
  • Utilities documents, reports, and records are accurate, complete, and timely and filed properly. An optimum turnaround time in Utilities is maintained.
  • Discrepancies and variances in information are promptly researched and permanently resolved. Adjustments and reconciliations are made as needed. Suggestions for continual improvements are made so similar problems are avoided.
  • Management reports, payments are timeous, accurate and complete.
  • Utilities functions are completed in accordance with established policies and procedures.
  • There are no cutoffs of any services due to delayed payments or outstanding queries.
  • Good communication and coordination exist with Company personnel. Assistance is provided as needed.
  • Effective business relations exist with suppliers and vendors.
  • Management is appropriately informed of area activities.

EDUCATION/CERTIFICATION:

Matric.
Additional bookkeeping qualifications and / or courses preferred.

REQUIRED KNOWLEDGE:

Knowledge of company purchasing policies and municipal expense obligations.
Understanding of basic bookkeeping concepts and procedures.

EXPERIENCE REQUIRED:

Three years of previous accounts payable experience preferred.

SKILLS/ABILITIES:

Well organised, accurate, and attentive to detail.
Good math skills.
Cooperative and willing to assist others.
Able to use accounting software and MS Excel.

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