Trade Creditors Clerk at Adams & Adams

Job Purpose

• To effectively administer and manage the Trade Creditors function by ensuring accurate invoice processing, reconciliation, timely payments, regulatory compliance, and strong vendor relationship management. The role supports financial accuracy, operational efficiency, and adherence to internal and statutory controls within the finance department.

Job Requirements
Key Skills, Knowledge and Competencies

• Thorough understanding of trade creditor processes, including invoice verification, allocation, payment cycles, and reconciliations.
• Strong ability to interpret vendor statements, payment terms, supporting documentation, and financial compliance requirements.
• Proven capability to manage creditor accounts independently from invoice receipt through to payment and reconciliation.
• High level of accuracy in capturing invoices, preparing payment batches, and processing reconciliations and journals.
• Excellent written and verbal communication skills for effective engagement with vendors, internal departments, and financial stakeholders.
• Strong organisational skills with the ability to manage high-volume workloads and meet strict financial deadlines.
• High attention to detail with meticulous checking of documentation to ensure compliance with legislation and internal controls.
• Proficiency in financial systems (e.g., PeopleSoft or similar), EFT banking platforms, electronic filing systems, and Microsoft Office (Excel, Outlook, Word).
• Ability to resolve queries promptly, interpret variances, and proactively prevent delays in the payment and reconciliation process.
• Demonstrated ability to work independently and as part of a finance team.
• Strong interpersonal skills with a vendor-centric approach to communication and service delivery.
• Ability to work under pressure and manage competing priorities effectively.

Key Responsibilities

• Manage the end-to-end creditors function from invoice receipt to payment and reconciliation.
• Capture trade creditor invoices accurately and immediately upon receipt while ensuring compliance with financial and legislative requirements.
• Verify vendor details, payment terms, and supporting documentation before submitting invoices for approval within 24 hours.
• Prepare payment batches, compile EFT payment files, and ensure all payments are approved before submission for release.
• Process payments within agreed timelines and manage cheque printing and banking where applicable.
• Reconcile vendor statements monthly, identify discrepancies, and resolve variances through appropriate journals.
• Reconcile monthly rentals and ensure payments are made by the 1st of each month.
• Maintain electronic filing of all creditor documentation in accordance with internal and statutory requirements, ensuring full traceability and easy retrieval.
• Capture registered mail and distribute internal mail daily.
• Follow up on outstanding invoices and resolve vendor queries promptly to maintain strong supplier relationships.
• Forward payment advice to vendors and update relevant information as required.
• Review and reconcile Telkom accounts monthly before the 20th.
• Compile schedules, spreadsheets, and accruals accurately and submit them within agreed deadlines.
• Prepare monthly accrual schedules for journal import.
• Review creditor age analysis reports and follow up on outstanding items to ensure timely resolution.

Education

• Matric / Grade 12, required.
• Basic Bookkeeping and Computer Skills, required.
• National Diploma in Bookkeeping / Finance, advantageous.

Experience

• Minimum 5 years’ experience as a Debtors/Credit Controller or Junior Bookkeeper.
• Experience in general accounting support, creditors administration, reconciliations, and payment processing.
• Experience working in environments with strict timelines and high transaction volumes.

Job-Specific Competencies

• File Management & Ownership
• Accuracy & Compliance
• Vendor Service Excellence
• Financial Documentation Expertise
• Operational Efficiency
• Communication & Relationship Management
• Problem-Solving & Process Improvement