Applications & Vetting Administrator

Please note that the responsibilities listed below are not exhaustive and may be expanded or modified as necessary to meet the evolving needs of the organization.

**MAIN PURPOSE OF POSITION**:
The main purpose of the Applications & Vetting Administrator is to open new accounts for partners who wish to do business with any company in the group while ensuring that all paperwork and documentation is in order (and following up on missing documents), compliant, and in line with credit legislation. Ensuring that the Masterfile data on all the various ERP systems for all group companies is checked, updated, and captured with accuracy and consistency frequently to ensure that all records are accurate. Maintain all credit limit changes from CGIC by uploading them to the applicable ERP system. To file and keep all records secure (electronically) and to perform any other duties as required by the Group Credit and AR manager.

**Applications & Vetting Administrator Duties and Responsibilities**

**Opening of New Accounts**:

- Sourcing any missing documents from the partner or asking the sales team for assistance to source the needed documents.
- Liaise with the sales team to confirm site-visit dates and ensure the site visit report is received back (if applicable).

**Masterfile Data**:

- Extract data to Excel per group company, which includes all fields relevant to AR.
- Check partner details line by line and source the information that is missing or must be updated on all the tabs on the Customer Inquiry module.
- Information can be sourced by contacting the partner (first before any other platform), Google searches, CIPC, Cregalink (CGIC’s platform), for example.
- Update partner details line by line by capturing sourced information that is missing on all the tabs on the Customer Inquiry module.
- Ensure that there is consistency with the data captured across all group companies, like the way registration numbers are captured, for example.
- Initially, the data must be checked for all group companies, but once all data is updated, the data needs to be checked quarterly.
- Records must be kept of when data was last updated and what was updated in the form of comments on the ERP system.
- Data extracts must also be saved in date format for the Group Credit and AR manager to measure performance.
- After any changes are made to the ERP system, notes must be made in the comments section detailing what updates have been made for record purposes.

**CGIC (Credit Guarantee Insurance Corporation) - Limit checks and updates**:

- Making sure all extra information required by CGIC is sourced and submitted to CGIC to decide on the limit required.
- Escalating any limits outstanding past the deadline date to the AR Supervisor for assistance.
- Monthly - Using reports pulled from the Cregalink system (CGIC) for each group company, compare the CGIC credit limit to the limit captured on the ERP system.
- Make sure all buyer file numbers are captured under the optional field on the ERP system.
- Make sure temporary limits are captured on the ERP system so that it is easily identifiable, and notes are captured accordingly on the ERP system comments tab, including the expiry date of the temporary limits.
- Make sure internal limits are captured on the ERP system so that it is easily identifiable, and notes are captured accordingly on the ERP system comments tab, stating who approved the internal limit.
- Setting reminders on System1A to review internal & temporary limits annually or when needed so that it can be reviewed either with CGIC, the AR manager, or the credit committee.
- Making notes under the comments tab on the ERP system of any special conditions noted on the CGIC annexures and deleting them when no longer applicable.

**Filing & Record Keeping**
- Filling all paperwork & documents relevant to all duties listed above in an organized manner to ensure easy retrieval when needed.

**General**
- Perform any other duties as and when required by the AR Supervisor and or the Group Credit and AR Manager.

**Internal Training associated with competencies**
- During the first week of your employment, you'll be presented with a meticulously crafted learning map designed to seamlessly guide you through your on-the-job training experience.

***Requirements**
- Matric Certificate.
- A certificate in Office Administration would be advantageous.

**Skills and Abilities**
- Extraordinary levels of accuracy and attention to detail are critical.
- Effective communication skills.
- High level of customer service.
- Sound judgment and critical thinking.
- Willingness to learn.

**Ability to meet Job Requirements**:

- A minimum of 2 years’ experience and knowledge of administrative and clerical procedures and systems, such as Masterfile data maintenance and management.
- Intermediate / Advanced knowledge of Microsoft Office (Excel, Word & Teams).
- 2 years’ experience in Office Administration (desired).

**Office Requirements**
- Office-ba