Finance Clerk - FTC at Santam Insurance

The Role

• We are looking for an experienced, detail-oriented Finance Clerk to join our finance team. This is a 12-month fixed term contract and based in Cape Town, Western Cape. 
• This role is perfect for someone who thrives in a structured yet dynamic environment and loves working with numbers, data, and invoices. If you're passionate about invoicing and looking for a stable and fulfilling long-term role, we encourage you to apply!

What will you do?

• This role will be mostly focused on preparing and processing invoices, maintaining the invoicing mailbox, and ensuring the invoicing process runs smoothly and efficiently but not limited to these tasks. The ideal candidate is passionate about data capturing, has an eye for detail, and enjoys working with numbers. We are seeking a mature, reliable individual who is not only experienced in invoicing but is also excited about this specific area of finance and is looking for a long-term, stable position.What will make you successful in this role?

Key Responsibilities:

Invoice Preparation & Processing:

• Maintain the invoicing mailbox to monitor incoming orders and requests that require invoicing.
• Make sure that all order numbers are received for claims and follow up on outstanding order numbers.
• Process accurate invoices based on client orders, ensuring all relevant information and documentation is included and sent to the client.
• Work closely with the operations team on any issues relating to orders and invoices.
• Make sure invoices are sent out in a timely manner and in accordance with client requirements and company procedures.

Order Follow-up:

• Follow up on any outstanding orders or queries related to invoicing to ensure the timely creation of invoices and to ensure there is no delay in receiving payments.
• Communicate effectively with internal teams (e.g. Operations) and clients where necessary to clarify any issues with orders or payment terms.
• Track and resolve discrepancies between orders and invoicing.

Invoice Processing and Maintenance:

• Ensure proper documentation and filing of all invoices, ensuring they are accurately recorded and accessible.
• Update and maintain the invoicing system with up-to-date order and payment data.
• Collaborate with the accounting team to reconcile invoices with payments and ensure accurate accounts receivable records

Quality Control & Attention to Detail:

• Ensure invoices are accurate, complete, and in line with company standards and regulatory requirements.
• Double-check all entries for errors or omissions and resolve any discrepancies before issuing invoices.
• Maintain meticulous records of all invoices issued and track their payment status.

General Invoicing Process Support:

• Support in the ongoing improvement of invoicing processes, identifying areas for efficiency gains or error reduction.
• Contribute to monthly and quarterly reporting by providing necessary invoicing data.
• Assist with other ad-hoc tasks related to invoicing, as required by the finance team.

Qualification and Experience

• A relevant qualification in finance or accounting (e.g., Bookkeeper certification, Diploma in Accounting, AAT, or similar).
• Minimum of 3+ years of experience in invoicing, accounts receivable, or a similar finance-related role.
• Proven experience handling high volumes of invoices with a strong understanding of invoicing processes and best practices.
• Prior experience working in a fast-paced or high-growth startup environment is a plus.

Skills
Attention to Detail:

• Strong attention to detail, ensuring accuracy in all invoicing activities and data capturing.
• Ability to spot discrepancies and resolve issues without oversight.

Organizational Skills:

• Excellent organizational skills with the ability to manage high volumes of complex data.
• Ability to maintain clear, consistent records and documentation in a fast-paced environment.

Communication Skills:

• Strong communication skills to follow up with internal teams and clients on invoicing matters.
• Comfortable liaising with other departments to gather information for invoice creation and resolution.
• Be able to take initiative and communicate important issues with the finance team.

Tech-Savvy:

• Proficient in Microsoft Office (Excel, Word) and accounting software especially Xero and Sage
• Ability to quickly learn new accounting systems and new software tools as needed.
• Problem Solving:
• Mature and Focused:
• A mature and reliable individual with a strong sense of responsibility and ownership over their work.
• Comfortable working independently, yet a strong team player.
• Passionate About Data and Accuracy:
• A genuine interest in data entry and invoice processing, with a passion for maintaining accuracy in all tasks.

Self-Motivated:

• Competencies
• Collaboration
• Client focus Drives results  
• Flexibility and adaptability 
• Cultivates innovation
• Reconciliations
• Reporting and administration
• Balances stakeholders