Accounts Administrator

Job Title: Accounts Clerk (Debtors & Creditors)

Reports To: General Manager

**Debtors (Accounts Receivable)**:

- **Invoices and Statements**:

- Prepare and send weekly/ monthly statements ensuring accuracy based on Terms and credit limits granted.
- Ensure POD’s are sent promptly and that any discrepancies or issues are addressed in a timely manner.
- **Payment Collection**:

- Monitor customer accounts for outstanding balances and follow up on overdue payments.
- Contact clients for payment reminders and resolve payment disputes professionally and efficiently.
- **Reconciliation**:

- Reconcile customer accounts regularly to ensure all transactions are accurately recorded.
- Resolve any discrepancies between customer payments and invoices.
- **Record Keeping**:

- Maintain an organized and up-to-date record of all debtor transactions, including receipts and payment history.
- Process credit notes and adjustments as needed.
- **Reporting**:

- Prepare aged debtor reports for management review.
- Assist in the preparation of monthly financial reports, highlighting overdue accounts.
- **Customer Support**:

- Address customer inquiries regarding invoices, account balances, and payment terms.
- Build and maintain strong relationships with customers to encourage timely payments.
- **Credit Control**:

- AR credit vetting - follow the company process for onboarding new clients
- Load AR Accounts and maintain client database on the ERP Accounting systems.
- Prepare client Credit Authorisation letters

**Creditors (Accounts Payable)**:

- **Invoice Processing**:

- Receive and verify supplier invoices, ensuring they match purchase orders and delivery receipts.
- Enter invoices into the accounting system in a timely and accurate manner.
- **Payment Processing**:

- Ensure that payments to suppliers are made in accordance with agreed-upon terms, managing payment schedules to avoid late fees.
- Prepare payment schedules

3. **Supplier Reconciliation**:

- Reconcile supplier statements to ensure accuracy and resolve any discrepancies.
- Communicate with suppliers regarding missing or incorrect invoices.

4. **Record Keeping**:

- Maintain accurate records of all account’s payable transactions, including invoices, payment receipts, and credit notes.

5. **Expense Management**:

- Assist in managing and tracking company expenses, ensuring compliance with the company’s financial policies and procedures.

6. **Reporting**:

- Assist with preparing aged creditor reports and other financial reports related to accounts payable.
- Provide accurate reports for management on payment schedules and cash flow.
- **Credit Control**:

- Load AP accounts and maintain supplier database on the ERP Accounting systems

**General Responsibilities**:

- **Month-End and Year-End Closing**:

- Assist in month-end and year-end accounting processes, ensuring that all transactions are accurately recorded.
- Provide necessary documentation and reports to support audits and internal reviews.
- **Compliance**:

- Ensure compliance with company policies, accounting standards, and tax regulations in all debtor and creditor processes.
- **Cross-Department Collaboration**:

- Collaborate with other departments (sales, procurement, etc.) to resolve any issues related to accounts receivable and payable.
- Assist in maintaining effective communication between finance and other departments regarding financial matters.
- **Administrative Support**:

- Provide general administrative support to the finance department as required, including filing, scanning, and record-keeping.
- Update and Maintain Asset records (Vehicles etc) including but not limited to Insurance policies and schedules.

**Requirements for Role**:

- **Relevant Accounting Qualification** (Advantageous):

- Diploma or degree in Accounting, Finance, or related field.
- Alternatively, courses or certifications in bookkeeping or finance management.
- **Experience in Debtors and Creditors Management**:

- At least 1-2 years of experience in a similar role (debtors and creditors).
- Strong understanding of accounting principles and financial processes.
- **Proficiency in Accounting Software**:

- Experience using accounting software such as **Pastel**, **QuickBooks**, **Sage**, or **Palladium**.
- Familiarity with Excel (advanced functions, VLOOKUP, pivot tables).
- **Strong Knowledge of Financial Procedures**:

- Understanding of invoicing, payment terms, account reconciliations, and financial reporting.
- Knowledge of VAT and other applicable tax regulations.
- **Attention to Detail**:

- High level of accuracy in data entry and financial reporting.
- Ability to spot errors and inconsistencies in accounts.
- **Excellent Communication Skills**:

- Ability to communicate effectively with clients and suppliers regarding payment terms, outstanding balances, and queries.
- Written and verbal communication skills to draft professional correspondence.
- **Organizational and Time Management Skills