Creditors Administrator at Tharisa

Role Context

Creditors Control Administration

• Respond to queries and problems regarding account payments submitted by external suppliers, by sending emails and answering calls, ensuring responses are conducted in an efficient and effective manner to address problems promptly.
• Facilitate account payable and supplier receipt processes by capturing data as well as conducting daily system backup, ensuring data accuracy and confidentiality in line with organisational standards.
• Monitor all payments to suppliers by tracking payment periods to identify delays and conduct investigations to determine the cause/reason for the delay and ensure payment is made in due course.
• Check the content of internal customers submissions for contractor payment by comparing the product/service ordered against that which was delivered to ensure payment is only made once agreed services/products have been delivered.
• Work to achieve good governance around the GRNI/IR process by implementing standard operating procedure to meet statutory and TMs operating requirements.
• Check and submit all documentation to supervisor for review, ensuring the appropriate approvals have been granted before payment can be processed, enabling the business to process approved payments to contractors.

Data Analytics and Reporting

• Maintain and report on the GRNI/IR, by drawing the report daily to ensure captured information aligns with actual financial information.
• Conduct weekly and monthly forecasts on expected payments, by checking debtors against confirmed payments, to support management decision-making related to debtors.
• Review GRNI reports, reporting and following up on 60 -90+ days debtors, to address the cause of delayed payments in a swift manner.  
• Co-create GRNI/IR reports, with guidance from the Creditors Supervisor, by compiling and analysing the respective data to provide a comprehensive view of the current state of the creditors function as it relates to current and upcoming payments.
• Work towards a culture of data integrity and compliance by taking part in upskilling on TM data standards to ensure all data captured is current and reliable for informed decision making and payment purposes.

Financial Administration

• Provide financial support to Accountants during the month-end procedure, by processing invoices timeously and submitting invoices not processed for the month for accruals, to support an efficient month-end process.
• Prepare financial journals, with support from the Supervisor, to identify discounts suppliers qualify for in their weekly payments.

Invoicing and Reconciliation

• Administer Account Payments and check for signed job cards from suppliers, conducting follow-ups with suppliers to ensure statements and outstanding invoices are received.  
• Facilitate negotiations of discounts for suppliers that require urgent payment on a weekly basis. Coordinate team meetings with suppliers to discuss statements and invoices, to resolve the problem/s, when required.
• Compile and maintain a list of suppliers requesting advance payment and forward to Supervisor for review and submission to Head Office for approval to ensure suppliers are paid on time.
• Conduct investigations into why invoices have not been paid and take steps to address problems to ensure blocked accounts are unblocked.
• Process and validate account payable orders and invoices, comparing captured requests against work completed, to ensure accuracy.
• Prepare payments reconciliation for Supplier invoices, by validating Supplier invoices and statements against the ledger
• Ensure invoices are approved for services rendered with signatures as per the Authority matrix or POD/Job Card, to ensure invoices are compliant with financial standards.
• Check amended invoices, where required, and capture updated financial data, ensuring all invoices are accurate, paid and up to date.
• Handle invoices with Head Office, by liaising with relevant internal stakeholders, to follow-up on the payments not paid.
• Conduct ageing analysis of invoices and follow-up on outstanding and rejected invoices, ensuring these are captured, for the correct payment term to be followed.
• Obtain internal and supplier statements, comparing invoice information against supplier statements, ensuring the reconciliation process is carried out monthly.
• Upload credit notes onto the relevant financial system to enable the team to reverse supplier invoices where required.
• Process any advance/pro-forma invoices and follow-up on service/s completed in order to receive actual invoice/s.
• Maintain the current filing and record keeping function within the creditors department by updating the records, ensuring both local and cloud storage is in place for all recon and invoice documentation and is easily accessible.  

Procurement

• Administer the purchasing and procurement function, by conducting daily follow-ups on delivery notes from stores as per GRNI reports

Resource Management

• Determine resource needs within own area of responsibility to achieve individual role outcomes.
• Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
• Use assets and resources optimally within own area of responsibility.

Stakeholder Relations

• Engage with all relevant Departments on issues of the area of specialisation, as directed by the Manager.
• Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.
• Answer creditors queries from internal stakeholders, including end users and management, to address internal creditors problems efficiently and effectively.

Requirements

Qualifications:

• Grade 12/ (NQF4)
• Certificate (NQF5) in Finance

Job specific experience:

• Minimum of 2-3 years’ experience in a similar position, preferably in the mining or heavy industry environment
• Experience/Exposure on MS Dynamics F&O, Reporting tools: MS Power BI