Creditors Administrator, Mahikeng

Purpose of Role To control the Creditors function and payments, from procurement to pay, by addressing account payment queries, outstanding goods received (GR) and invoice receipt (IR) line items and conducting administration for the mine, ensuring this is carried out according to the prescribed standards. To conduct supplier reconciliations and query all variations on the supplier statements to ensure no outstanding payments are neglected from the supplier’s statements.

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 organizational 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 GR/IR process by implementing standard operating procedures 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 GR/IR, by drawing the report daily including information related to invoices received by the warehouse, 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.

Develop GRNI reports, reporting and following up on 60 plus days debtors, to address the cause of delayed payments in a swift manner.

Co-create GR/IR reports, with guidance from the Creditors Supervisor, by compiling and analyzing 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 accepting the services and processing payments 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 cash 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.

Process payments for invoices, by capturing proof of payment documents, checking invoice signatures as per the Authority matrix, 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 suppliers 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 work paid for, ensuring the reconciliation process is carried out daily.

Upload creditors 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 credit 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 follow-ups monthly to enable the business to invoice for annual contracts.

Release orders by creating a PO number after payment and send out a remittance to enable suppliers to update their statements.

Receive paperwork and capture stock information to enable the stores to check if items are correctly captured, identifying any discrepancies and follow up with management where required.

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 creditor queries from internal stakeholders, including end users and management, to address internal creditor problems efficiently and effectively.

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