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Division: Investor Services
Business Unit: Resilient Portfolio
Closing Date: 06 November 2024
Minimum Experience: Associate
Company Primary Industry: Real Estate
Job Functional Area: Finance
Position Purpose:
The Accounts Payable Associate is responsible for executing a range of accounts payable and related clerical duties. This role includes receiving, sorting, and verifying accounting documents, as well as inputting invoice information into an automated accounts payable application. The associate plays a critical role in ensuring the accuracy and timeliness of financial transactions within the company.
Essential Functions and Basic Duties:
Accounts Payable Management:
- Accurately and promptly perform accounts payable functions, ensuring all financial transactions are recorded correctly.
- Review and match source documents, including purchase orders, invoices, and receiving documents to ensure accuracy.
Invoice Processing:
- Code invoices with appropriate general ledger account numbers and related project and budget codes.
- Determine optimal payment dates and take advantage of discounts on invoices to enhance company cash flow.
Compliance and Authorization:
- Verify that all invoices are correctly coded and properly authorized, preventing overpayments and duplicate payments.
- Ensure compliance with purchasing policies regarding approval authority.
Payment Processing:
- Process payments, ensuring all required signatures are obtained and that transactions adhere to company policies.
- Maintain effective relationships with vendors and resolve any issues related to vendor payments.
Record Keeping and Reporting:
- Prepare reports and maintain accurate records and files as required for auditing and tracking purposes.
- Complete collections and deposits of accounts receivable items, ensuring all financial activities are documented.
Communication and Coordination:
- Establish and maintain effective communication with other departments and management to facilitate smooth operations.
- Provide assistance to the Accounting Department personnel and keep management informed of any significant issues.
Problem Resolution:
- Research and resolve discrepancies related to accounting or documentation efficiently.
- Respond to vendor inquiries or escalate them to the appropriate personnel when necessary.
General Duties:
- Maintain a clean and secure work area, ensuring compliance with company policies and procedures.
- Undertake general accounting duties and special projects as assigned, contributing to the overall efficiency of the finance team.
Performance Measurements:
- Ensure accounts payable functions are accurate, current, and processed timely.
- Promptly identify and resolve accounting errors, discrepancies, and policy violations.
- Maintain strong communication and coordination with company personnel and suppliers.
Qualifications:
Education/Certification:
- Matric Certificate is required.
- Additional bookkeeping qualifications or relevant coursework are preferred.
Required Knowledge:
- Familiarity with company purchasing policies and basic bookkeeping concepts.
- Understanding of automated accounts payable applications is advantageous.
Experience Required:
- 1 to 2 years of previous accounts payable experience is preferred.
Skills/Abilities:
- Highly organized with a strong attention to detail.
- Proficient in math and numerical analysis.
- Cooperative and willing to assist colleagues and management.
- Able to effectively utilize accounting software and spreadsheets.
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