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South Africa: Accounts Payable Administrator posted by Greys Recruitment

South Africa: Accounts Payable Administrator posted by Greys Recruitment

Posted on 2025-06-05 00:00:00

Job Summary

Minimum Requirements:

  • 2-4 years’ experience in accounts payable, finance or a related accounting function
  • Completed Grade 12
  • 3-year degree or diploma in a Commerce related field
  • Strong Knowledge of Accounts Payable Processes and Best Practices:
  • In-depth understanding of end-to-end accounts payable functions, including invoice processing, vendor management, payment scheduling, reconciliations and internal controls.
  • Familiarity with Financial Regulations and Compliance Standards:
  • Working knowledge of relevant financial regulations, tax requirements and compliance standards, such as VAT and audit readiness, with a commitment to maintaining accuracy and accountability in line with regulatory expectations

Skills & Competencies Required:

  • Proficiency in Accounting Software:
  • Hands-on experience with accounting and ERP systems, able to navigate systems efficiently for invoice processing, reporting and reconciliations.
  • Advanced Microsoft Office Skills:
  • Strong proficiency in the Microsoft Office Suite, especially Excel as well as working knowledge of Outlook, Word and Teams for communication and document management.
  • Attention to Detail and High Level of Accuracy:
  • Demonstrates a meticulous approach to processing financial data, ensuring completeness and correctness in all tasks, particularly in invoice handling and reconciliations.
  • Excellent Organizational and Time Management Abilities:
  • Capable of managing multiple priorities and meeting tight deadlines in a fast-paced environment, while maintaining structure and clarity in daily work.
  • Strong Communication and Interpersonal Skills:
  • Able to communicate clearly and professionally with internal stakeholders and external vendors, both verbally and in writing, to resolve queries and maintain positive working relationships.
  • Effective Problem-Solving and Analytical Thinking:
  • Demonstrates critical thinking in identifying and resolving discrepancies, processing issues or system errors, with a proactive and solution-oriented mindset.
  • Adaptability and Willingness to Learn:
  • Open to learning new systems, processes and regulations.

Key Responsibilities:

  • Vendor Setup and Management:
  • Collect and verify all required onboarding documentation.
  • Set up new vendor accounts in the accounting system and ensure accurate tax classification and compliance with company policies.
  • Purchase Order (PO) Matching:
  • Accurately match invoices with purchase orders and receiving documentation, ensuring alignment and correctness prior to processing.
  • Invoice and Payment Processing:
  • Process high volumes of vendor invoices efficiently, ensuring they are coded correctly, approved and paid in accordance with company policies and payment terms.
  • Vendor Statement Reconciliation:
  • Regularly reconcile vendor statements with internal records to identify discrepancies and ensure all transactions are accurately recorded.
  • Invoice and Payment Discrepancy Resolution:
  • Investigate and resolve invoice discrepancies, missing documentation or incorrect charges by liaising with vendors and relevant internal departments.
  • Month-End Closing Support:
  • Assist with month-end closing by preparing supporting documentation, reconciling accounts payable transactions and ensuring timely and accurate reporting.
  • Vendor Records Maintenance:
  • Maintain up-to-date and organized vendor files, including contracts, contact information and compliance documentation, ensuring records are audit-ready.
  • Vendor Communication and Support:
  • Respond to vendor queries professionally and resolve payment-related issues in a timely manner, maintaining strong business relationships.
  • Audit and Reporting Assistance:
  • Support internal and external audits by providing requested documentation, account reconciliations and reports as needed.
  • Vendor Account Reconciliation:
  • Perform regular reconciliations of vendor accounts, ensuring financial accuracy and addressing outstanding or aged items promptly.
  • Process Improvement Support:
  • Identify opportunities to enhance accounts payable processes and collaborate with the team to implement efficiency improvements and reduce manual work.
  • Compliance with Financial Controls:
  • Ensure all activities align with internal controls, financial policies, and approval hierarchies.
  • Proactively report any potential compliance issues.
  • Cross-Functional Collaboration:
  • Participate in finance-related initiatives such as ERP system upgrades, policy reviews and interdepartmental projects to support continuous improvement.
View Job  South Africa: Electronics Technician posted by Greys Recruitment

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