Creditors Administrator

**POSITION PURPOSE**

Responsible for a variety of Department clerical duties and support functions. Completes basic word processing and filing tasks. Provides miscellaneous assistance as required.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**
- Assumes responsibility for the accurate and timely performance of accounts payable functions.
- Reviews source documents and matches purchase orders, invoices, and receiving documents.
- Codes invoices to appropriate general ledger accounts.
- Determines optimum payment dates and takes advantage of all discounts on invoices.
- Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
- Ensures that approval authority is in accordance with purchasing policies.
- Processes payments and obtains authorized signatures.
- Performs accounting duties in accordance with established Company policies and procedures.
- Assumes responsibility for effectively researching, tracking, and resolving (or properly referring) accounting or documentation problems and discrepancies.
- Assumes responsibility for establishing and maintaining effective business relations with vendors.
- Researches and resolves vendor problems and billing discrepancies.
- Answers vendors' questions or refers them appropriately.
- Maintains and projects the Company’s professional reputation.
- Assumes responsibility for the effective performance of all assigned clerical and support functions..
- a. General Office Administration:

- Placing of orders on Procurement
- Assisting Contractors on Vantage
- Collating invoices for payment
- Creating of Debtor journals - as instructed by Property Manager
- Uploading documents onto BOL
- Collection of annual Turnover Certificates
- Uploading turnovers on BOL (where applicable)
- Photocopying leases and other documents
- Assists with special projects as assigned.
- Typing of correspondence
- Bar-coding of leases
- Overseeing and controlling the filing of original leases and other lease documentation
- Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.
- Assists Accounting Department personnel as needed.
- Keeps management informed of area activities and of any significant problems. Reports transactions that are outside established purchasing policies to the Controller.
- Maintains regular contact with other departments to obtain information and/or to correct transactions.
- Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained.
- Performs general accounting duties as needed.
- Maintains confidentiality.
- 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.
- 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.

**QUALIFICATIONS**
- Education/Certification: Matric.
- Additional bookkeeping qualifications and / or courses preferred.

**REQUIRED KNOWLEDGE**
- Knowledge of Company purchasing policies.
- Understanding of basic bookkeeping concepts and procedures.

**EXPERIENCE REQUIRED**
- One to two years of previous accounts payable experience
- One to two years of previous property/leasing administration experience preferred
- One year of administration experience

**SKILLS/ABILITIES**
- Well organised, accurate, and attentive to detail.
- Good math skills.
- Cooperative and willing to assist others.
- Able to use accounting software and spreadsheets.