Professional Creditors – Team Leader

DUTIES AND RESPONSIBILITIES

Supplier Management

• Conduct due diligence for new vendors by obtaining necessary supporting documents and validating information and banking details loaded by the bookkeeper
• Liaise with the Bank & Cash team to ensure vendors are added as bank beneficiaries
• Monitor vendor account activity ensuring accounts with no activity in 36 months are closed monthly
• Maintain relevant vendor addresses, banking details and contact details to ensure a valid vendor database
• Build and maintain strong relationships with vendors

Accounts Payable

• Oversee timely and accurate invoice capturing by secretaries to ensure all liabilities are accounted for.
• Review account allocations, VAT, transactional details, check and approve Professional Creditors reconciliations to statements
• Ensure correct VAT treatment on transactions
• Approve payment requests and verify banking details
• Print and save BOP reports for foreign payments
• Assist with SARB approval applications and renewals
• Address queries from partners, staff, and creditors regarding professional creditors with disbursement, WIP, invoices and matter allocations
• Ensure sufficient funds in Official Fee and other deposit accounts at all times
• Capture journal entries to correct GL misallocations
• Ensure daily billing of all 3P WIP
• Manage the Accounts Payable group mailbox
• Process 3P payments according to payment list reports, i.e. taking into account payment arrangements
• Manage age analysis and resolve outstanding invoices or credit notes in line with supplier terms, report weekly on unresolved
• Review and resolve aged invoices, unused credit notes, and unapplied payments
• Monitor and report on on-hold invoices
• Address and update mail returns for vendor remittance advices on CMS

Cash Flow Management

• Manage payment cycles to optimize cash flow
• Identify set-off opportunities with reciprocal client relationships where debt collection is challenged
• Prepare accurate cash outflow forecasts
• Monitor creditor payments against due dates to maximize creditors days

Accounting and Reporting

• Clear inter-branch accounts
• Reconcile Professional Creditors Ageing to GL control accounts
• Prepare monthly balance sheet reconciliations
• Meet financial reporting deadlines
• Track daily 3P receipt reports and ensure timely payments to appropriate vendors
• Continuously monitor and report on unrecorded liabilities from vendors with special arrangements

Staff Management

• Lead and manage an Accounts Payable team of 6
• Set objectives and provide coaching and mentoring.
• Ensure staff deliver stakeholder support aligned with firm values and expectations
• Conduct weekly team meetings including ageing reviews
• Manage staff leave and compliance with firm policies

Process and Procedure

• Document and maintain operational processes
• Identify, resolve and improve system and process inefficiencies.

Innovation

• Remain up to date on new technologies to improve process efficiency.

EXPERIENCE, SKILLS AND COMPETENCIES

• Strong initiative and problem-solving skills.
• Excellent communication and interpersonal skills.
• Experience in multi-currency accounting and reporting.
• Background in legal or professional services (essential).
• Strong cost control experience.
• High attention to detail and accuracy.
• Advanced proficiency in Microsoft Excel
• Experience with CMS – Aderant (advantageous).
• Proficient in written and verbal Business English
• Minimum 8 years' experience managing accounts payable.
• Experience handling high volumes of transactions.

QUALIFICATIONS

• Grade 12 (Matric) with Accounting and Mathematics.
• Certificate/Diploma in Bookkeeping or BCom Finance.
• Experience in a legal or professional services environment (essential).
• Exposure to multi-currency environments.
• Clear criminal and credit history (must be disclosed upfront).