Accounts Payable Administrator

Position title : ACCOUNTS PAYABLE ADMINISTRATOR

Position reports to : ACCOUNTS PAYABLE CONTROLLER

Business Unit : PORTFOLIO SERVICES

Job Grade : C1

Main Purpose / Objective Of The Position

Payment of clients rental and electricity accounts to ensure accurate cash flow and control

of all vendor accounts. Manage and maintain good, long-term vendor and client

relationships.

Operational Deliverables

Will include, but not limited to:

• Proactive management of vendor/creditor accounts.
• Responsibility for the resolution of creditor accounts for non-payments, delayed
• payments, and other irregularities. Liaising with the Leasing department to resolve any payment queries.
• Capture of vendor/creditor invoices. Perform check on accuracy of invoices.
• Ensure payments are processed timeously and correct.
• Reconciling processed work by verifying entries and comparing system reports to vendor/credit statement balances. Filing of prepared reconciliations.
• Communicate, investigate and resolve queries via phone, email and/or meetings to
• be initiated. Always ensuring that all stakeholders are provided with regular feedback on any requests received.
• Actively maintain a reminder system to ensure finalisation of all matters pertaining to queries and payments.
• To ensure that all invoices meet pre-set VAT requirements with specific reference to correct name and VAT no of owner.

Decision making authority:

Works within the broad framework of existing policies and guidelines, as amended from time to time. Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge

• Minimum of Grade 12 with Accountancy as subject or equivalent qualification / training eg. Association Accounting Technicians well as 2 years relevant experience
• A Bachelors Degree in Finance, Property Management, Business or Accounting will be an advantage
• Detailed knowledge of all financial policies, procedures and processes
• Contract Management
• Rent Collection
• Debt Collectors Act 1998

Skills required:

• Typing, Computer literacy: (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
• Time Management Negotiation Skills
• Telephone Skills
• Administration and organisational skills
• Presentation skills
• Interpersonal skills
• Analytical/sound numeracy skills
• Communication Skills (Verbal & Written)

Competencies required:

• Communication (both verbal and written)
• Client and quality focus
• Interpretation of legal contracts
• Attention to detail
• Time management
• Methodical
• Problem solving
• Be able to handle stress in demanding situations
• Attention to deadlines
• Initiative
• Self confidence
• Assertiveness
• Impact and Influence
• Teamwork and co-operation
• Self-starter
• Integrity
• Diligent

Major drivers of work volume:

Number of vendors and profile of portfolio.

Interface / Relationships With

Internal: IT, Finance Manager, Account Payable Controller, Accounts Payables Administrators; Leasing Payables team External: Vendors, Clients