Duties & Responsibilities

Supplier Administration

• Liaise with existing suppliers and new suppliers on information required.
• Keep updated credit application and information sheets of suppliers.
• Complete all new supplier credit applications.
• Ensure that copies of all documentation are made before sending to head office.
• File invoices and correspondence in a methodical manner for easy access.
• Respond to supplier payment queries.

Financial Administration

• Ensure that the necessary documents are attached to every supplier invoice where applicable as follows, goods and services received note, delivery note/job card, purchase order and quotation.
• Check supplier invoice to ensure it complies with all current legislation.
• Check supplier invoice to purchase order and goods received voucher to verify correctness of quantity and price.
• Ensure that all invoices are authorised for payment by Internal Auditor.
• Send invoices timeously in accordance with DSFM company policies and procedures to DSFM Head Office Finance taking due cognisance of due dates for payment and closing of General Ledger.
• Make copies of all pass-through costs invoices and supporting documentation.
• Capture all invoices on the system
• EAM against pass-through costs captured in GL.
• Prepare a summary according to client requirements of all pass-through costs to be handed to client for invoicing purposes after receiving invoice and schedule from head office.
• The administration, control and preparation for payment of monthly invoices for Tsebo Facilities Solutions Recons
• Request statements from Suppliers monthly
• Reconcile according to current statement ensuring all old invoices are requested, authorised and uploaded into the system
• Liaise with all the sites and ensuring that all documentation is submitted timeously for processing
• Ensure that all creditors are reconciled and paid only when they fall due.
• Maintain communication channels with suppliers and colleagues to ensure a synergetic relationship
• Ensure that the supplier forwards the relevant documentation timeously.
• Handling financial and commercial queries for all the Sites
• Capture all financial documents on the system including: Invoices and Credit Notes and meeting a target of 45 invoices a day
• Prepare Payment proposals for 15, 30,45 and 60 Day payments
• To provide financial and administrative support to the various Tsebo Facilities departments
• Filing of recons and invoices
• Checking ageing and ensuring the ageing is clean
• Ensuring that all ad-hoc invoices are filed with all supporting documents

Qualifications

• Matric
• Accounting/Book keeping diploma would be an advantage
• 2-5 years general accounts knowledge and experience