Overview:
We are seeking a detail-oriented and highly organized Creditors Clerk to join our finance team. The successful candidate will play a critical role in the management of supplier accounts, ensuring that all transactions related to creditors are accurate, timely, and compliant with company policies. You will be responsible for maintaining strong relationships with suppliers, performing reconciliations, and contributing to the overall financial health of the organization. This is a key role that requires a proactive approach, strong problem-solving skills, and experience with accounting software, particularly Xero.
Key Responsibilities:
Invoice Processing:
-Accurately record supplier invoices into the accounting system, ensuring they are marked as "awaiting approval" for further processing.
-Manage and maintain a digital and physical filing system for all invoices and related documents.
-Communicate with internal departments to ensure timely invoice approvals, resolving any discrepancies.
Supplier Reconciliation:
-Perform monthly supplier reconciliations, verifying that invoices align with statements and preparing requisitions for timely payments.
-Ensure all supplier balances are up-to-date, accurate, and reflect any credit notes or adjustments.
-Address and resolve any payment or invoicing issues with suppliers, ensuring discrepancies are addressed promptly.
Purchase Order (PO) Management:
-Reconcile purchase orders (POs) to supplier invoices, ensuring all charges and quantities align.
Daily Invoice Capture:
-Ensure all supplier invoices are accurately captured and updated in the Xero accounting system on a daily basis.
-Review system-generated reports for errors or inconsistencies in data entry, correcting any issues as needed.
Banking Details Verification:
-Verify that the banking details on all supplier invoices are correct and match the details of the creditor being paid, mitigating the risk of fraud or incorrect payments.
-Follow up with suppliers to confirm and update banking details, ensuring all records are current.
Monthly Supplier Reconciliation:
-Prepare and process monthly supplier reconciliations, ensuring all payments are made according to agreed-upon terms and approved supplier lists.
-Support the Finance Manager in ensuring that all payments are fully authorized and aligned with company policies.
Creditors Age Analysis:
-Prepare a monthly age analysis report, highlighting outstanding invoices, overdue payments, and other critical insights to support financial decision-making.
-Collaborate with management to prioritize payments based on cash flow and creditor terms.
Bank Reconciliation:
-Perform monthly bank reconciliations, ensuring that all creditor-related transactions align with the company's bank statements.
-Investigate and resolve any discrepancies between the accounting records and bank statements.
Compliance & Best Practices:
-Ensure compliance with all company policies, accounting standards, and legal regulations in the processing and payment of supplier invoices.
-Continuously review and improve internal processes to enhance efficiency, accuracy, and security in the accounts payable function.
Additional Responsibilities:
- Support the finance team during audits by providing documentation and explanations related to creditor transactions.
- Assist with ad hoc financial reporting and other administrative tasks as assigned by the Finance Manager.
Qualifications and Skills:
- Diploma or degree in Accounting, Finance, or a related field is preferred.
- 1-2 years of experience in a similar role, preferably within a medium to large-sized organization.
- Software Proficiency: Strong proficiency in Xero and other accounting software. Advanced skills in Excel are a plus.