Accounts Payable Team Leader at ADvTECH

Overall Purpose of the Job
Ensures timely payments of vendor invoices and expense claims and maintains accurate financial records, reporting, reviews and controls for his/her respective team.
Vendor Reconciliations

• Top 25 vendors to be reconciled by the 23rd of each month followed by vendors with open GRIR entries and then vendors statements with balances not reflected on SAP.
• Team recons to be reviewed prior to being submitted to the AP Manager for review and sign off.
• Ensure team vendor recons are sent to internal and external customers immediately after the cut off date as part of query resolution.

Query Resolution

• Ensure all reconciling items between vendor statement and D365 are resolved by team members within 21 days to alleviate late payments to vendors. Ensure processing is allocated equally to team members and that capturing is completed accurately and within allocated time. Escalate queries for self and team in accordance with internal escalation procedure.
• Review the query management portal daily to check for compliance and address bursar responses and escalate non-response where necessary. Represent team for weekly review with AP Manager on outstanding queries

Reporting review

• Represent self and team for weekly review with AP Manager on GRIR Report on all items over 90 days.
• Age Analysis must be reviewed weekly to ensure items are not left to age and that remittance and clearing has been actioned. Review team age analysis and follow up on debit balances for review with AP Manager.

Payments

• Ensure age analysis is reviewed weekly in preparation fort payment and again at the end of each week to ensure remittance advices have been run successfully.
• Vendors to paid in accordance with agreed payment terms on D365.
• Payment proposal to be extracted and checked before submission to AP Manager and 2nd signatory for approval.
• Payment packs saved to the prescribed location for review and action.

Audit and year end preparation

• Compliance with audit and year end requirements by providing necessary supporting documentation and commentary, reporting and prescribed checks and balances. Perform close off checks for self and team.

Leadership

• Represent team for all reviews with AP Manager. Be responsible for team monthly one-on-one’s, performance management (including IR), performance development and aspects of recruitment.