Accounts Payable Administrator at Wood

Overview / Responsibilities

Wood is currently recruiting for a Accounts Payable Administrator for our office based in Waterfall City.

Job Objective:

• Ensure accuracy of cost allocation of all accounts payable.
• Ensure all accounts payable are approved in accordance with procedure.
• Ensure suppliers are paid in accordance with contractual terms of payment.

Key Accountabilities & Responsibilities

• Receive correspondence in the form of e-mail and check for invoices and/or supplier statements on a daily basis.
• Audit invoices received according to Policy & procedure – review address & VAT numbers, apply date received & allocation cage stamps.
• Receive PO (purchase orders) and supporting documentation from Procurement Department. Request PO should invoices amount exceed R 5,000.00 as per company Policy & Procedure.
• Maintain ORF (Order Record Form) = spreadsheet on MS Excel to record invoices and to ensure total of invoices received agrees to PO (Purchase Order).
• Capture invoices as unaudited / log invoices on JDE Accounting system (Logged Suspense account 3611).
• Diners – capture on MS Excel spreadsheet, apply ticket number, and match to Protea Travel Invoice & travel orders.
• Rent – capture all rent invoices, check against contract when/where necessary, query irregularities.
• Intercompany Invoice – receive & capture all Intercompany invoices in accordance with Policy & Procedure.
• Process all other invoices received.
• Print and review daybook to ensure accuracy of all transactions processed the previous day.
• Process any daybook corrections (credit & re-enter / JV entry).
• Distribute invoices for approval - Department / Project Managers.
• Receive approved invoices and capture as approved on JDE Accounting System – process GL distribution from Logged Suspense 3316.
• Maintain monthly creditor reconciliations by reconciling vendor statements to JDE Accounts Payable Control Accounts.
• Produce invoice payment list & remittance advice - handover to Treasury Administrator for payment.
• Receive paid invoices & cage stamp with paid stamp.
• Scan Invoices and remittance and file copies on the “W” drive under Accounts Payable. File supplier invoices in files that been stored in the zipper.
• Open new vendor accounts on JDE (receive requested required documentation as per Policy & Procedure, check if correct & open on JDE).
• Complete Customer application forms as/when requested from suppliers.
• Process journal vouchers as needed (Including any Bidvest forex differences or reallocations).
• Process Bar (function) entries.
• Ensure 1111.999 Bank currency account is clear.
• Company Insurance:
• Send correspondence / confirmation to JLT for new vehicles;
• Receive claim forms from staff, check & forward to JLT;
• Follow up on all outstanding claims;
• Audit Insurance related invoices, for example Panel Beater invoices against Assessor report and actual quotes received;
• Query irregularities;
• Process payments .

Skills / Qualifications

Qualifications:

• Matric (post matric will be advantageous)

Knowledge, skills and experience:

• Good overall knowledge of accounts payable procedures and controls.
• Team work.
• Attention to detail.
• Accountability
• High Performance
• JDE financial system

Personal attributes:

• Team player, hard worker & honest.