Accounts Payable Controller

Main Purpose of the Role

This position entails providing financial support to the organization by facilitating timely and accurate payments through obtaining approvals from relevant stakeholders, verifying payments, processing transactions, and conducting reconciliations. Additionally, the role involves overseeing the day-to-day management of the payment cycle activities to ensure efficiency.

Keeps track of all payments and expenditures on behalf of the organization ensuring that customer and supplier payments are reconciled and processed timeously according to contractual agreements in place. Oversight of administrative functions for processes relating to credit card applications, reconciliations and terminations, insurance claims etc.

This function is responsible for the management of monthly procurement activities, from the request, processing and delivery of goods and services. Under the supervision of the Finance Manager, this role works with external suppliers, ensuring their adherence to their contractual and service level agreements. This role is also responsible for managing and maintaining the asset register of the organization and will also support the Finance team in coordinating and completing various administrative functions within the team, as and when needed Key Areas of Responsibility

Accounts Payable (Invoicing and Reconciliations)

• Perform accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions
• Processing accounts and incoming payments in compliance with financial policies and procedures
• Ensure that the monthly invoicing process adheres to company policy by overseeing the administrative function herein. Duties will include, but will not be limited to; assembling, reviewing and verifying invoices to ensure that the process meets company policy and procedural requirements, review invoices for appropriate documentation prior to payment, perform invoice and general ledger data entry; generate purchase orders as necessary
• Provides administrative support to the rest of the team as required

Accounts Administration

• Ensure that historical customer records are maintained
• Administrate the employee reimbursement process by verifying expense reports and carrying out relevant actions required
• Capture the monthly company management accounts
• Administrate the Credit card and Insurance claim application process

Procurement Management

• Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and costing for the company
• Collaborate with internal stakeholders (across all departments) to determine procurement needs, quality and delivery requirements
• Develop supplier sourcing strategies that are aligned to organizational strategy and ensures competitive advantage for the organization
• Monitor and control asset expenses against approved budgets ensuring that expenditure is in line with business metrics and objectives
• Maintains control of the day to day procurement function by; negotiating Payment terms, overseeing the optimization and management with all suppliers; reconciling or resolving order discrepancies, maintaining good relationships with suppliers; discuss and agree on Cost Savings Reporting Standards; ensuring compliance with the company Procurement policies and guidelines;
• Submit accounts account payment to vendors on time
• Assist with additional financially administrative tasks within the department as required

Supplier Relationship Management

• Draft appropriate service level agreements in order to properly evaluate, monitor and improve supplier performance in adherence with an appropriate Service Level Agreement, on a continuous basis
• Consistent interaction and management of third-party vendors that provide goods, materials, and services to our business ensuring stronger supplier relationships through; ensuring that our vendors feel a part of our business; effective supplier information management; being able to assertively hold suppliers accountable whilst still being able to maintain professional and beneficial business relations; ensuring equal value exchange and lastly, transparent, and authentic communication

Asset management

• Coordinates activities that will help the business realize value from our tangible and intangible assets. This involves; the balancing of costs, opportunities, and risks against the desired performance of assets, to achieve the organizational objectives

Reporting

• Prepare analyses of accounts; prepare and present monthly reports to the Finance Manager
• Reconcile and complete the monthly creditors reconciliation on the SAP system
• Complete the monthly Credit Card reconciliation; prepare and present monthly reports to the Finance Manager
• Complete the reconciliation of Netcash Reserve; prepare and present monthly report to the Finance Manager
• Update the Fixed Asset Register and prepare the Fixed Asset reconciliation on a monthly basis