JOB DESCRIPTION

You will work in the Financial Shared Services team to ensure our client’s expenditures are accurate and our accounting practices are standardized across our clients.

Key Roles and Responsibilities

1. Processing system

• To have a sound knowledge of the processing systems

2. Invoice processing:

• Process customer’ invoices/credit notes/quotations timeously, correctly & accurately
• Upload a copy of the support onto the invoice created in Xero
• Ensure all invoices are valid tax invoices and contain all relevant and correct information (See Annexure 1)
• Ensure all invoices/credit notes meet the SARS VAT requirements – (Annexure 2)
• Ensure no invoices are processed without proper authorization
• Adhere to daily, weekly & monthly deadlines for processing all supplier invoices
• Ensure all supporting documentation is saved on SharePoint
• Follow up on all missing documentation
• Resolve queries within the process and procedure timelines
• Escalating of overdue outstanding queries & invoices to higher level of authority within the agreed process guidelines.

3. Sales reconciliation

• Roll forward the previous month’s recon and save with current date in the current recon folder
• Ensure that reconciliation items which was identified on the previous recon/s are cleared timeously (i.e. missing invoices, sale agreements)
• Retrieve sale reports from SIMS
• Request all missing information or documents
• Process recons timeously, correctly & accurately on a weekly and monthly basis
• Ensure all recons are prepared within the deadline
• Ensure that ALL tabs on your recon have been completed
• Document all sales on Xero as per point 1
• Save the reconciliation on SharePoint in the appropriate folder
• Resolve reviewer queries within the deadline
• Adhere to the guidelines when escalating queries to a higher authority
• Ensure that the recon is signed off by the AR reviewer.

4. Customer reconciliation

• Save the statement on SharePoint
• Ensure that reconciliation items identified on your previous recon/s are cleared timeously
• Identify the current differences between Xero and the customer statement or activity statement
• Process recons timeously, correctly & accurately on a weekly and monthly basis
• Ensure all recons are prepared within the deadline
• Liaise with client for missing information (invoices, credit notes) as identified on the recon
• Save the reconciliation on SharePoint in the appropriate folder
• Resolve reviewer queries within the deadline
• Adhere to the guidelines when escalating queries to a higher authority
• Ensure that the recon is signed off by the AR reviewer.

5. Other reconciliation (not limited to)

• Facility fees/ Recharges/Netcash
• Ensure that reconciliation items identified on the previous recon/s are cleared timeously
• Process recons timeously, correctly & accurately on a weekly and monthly basis
• Ensure all recons are prepared within the deadline
• Save the reconciliation on SharePoint in the appropriate folder
• Resolve reviewer queries within the deadline
• Adhere to the guidelines when escalating queries to a higher authority
• Ensure that the recon is signed off by the AR reviewer.

6. Review of age analysis

• Retrieve monthly age analysis from Xero or other accounting system
• Review monthly age analysis
• Clear all credit amounts
• Clear all “unknown” customers
• Reconcile control account customers
• Merge all duplicate customers
• Review aging % off age analysis.
• Report back to AR manager on status of Age analysis
• Save age analysis with notes on SharePoint
• Clear all queries or unresolved issues.

7. Journals (Not limited to)

• Sales, Cost of sales, Bolt, Correction of VAT
• Review information received from client
• Check all information received from client using checklists
• Process all journals on Pastel
• Attach all relevant documents to Xero
• Ensure that the journals are approved by the AR reviewer
• Sign off all checklists
• Ensure that the checklists are signed by the AR reviewer

8. Reporting/ Procedure documentation

• Retrieve Month-End Reports
• Complete Month-End Checks
• Assist Bookkeepers/Clients with queries & other ad hoc processing
• Maintain and update the AR trackers prepared for clients
• Maintain and update processing procedure process on a frequent basis (minimum: an annual basis)
• Save the file on SharePoint in the relevant folder

9. Mailbox Management

• Check the mailbox daily
• Process all invoices and act of all emails when needed
• Archive emails where necessary

10. Administration

• Ensure to update the FSS dashboard with weekly invoices processed

• Ensure the weekly task tracker is updated on a Monday morning
• Contribute to any system improvement where relevant
• Engage in frequent training of processing team members
• Contribute to the maintenance / updating of the invoice process procedure document on a frequent basis (minimum on an annual basis)

11. Ad-Hoc

• General ad-hoc duties as requested by management from time to time.
• All and any other related duties as expected from the Employer from time to time
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives
• Managing colleagues and clients' expectations and communicating appropriately

Skills and attributes required to do the job

• Strong computer skills
• Problem Solving skills
• Communication skills
• Time management skills
• Must have excellent MS Excel, Word, PowerPoint and Outlook email skills
• Good understanding of basic bookkeeping and accounting receivable principles
• Basic understanding of the VAT Act and principles
• Strive Continuous improvement in innovation and automation

Competencies required to do the job

• Accuracy
• Ability to learn fast
• Ability to work under pressure in a high pace environment
• Ability to manage competing deadlines and function well in a fast-paced, team-oriented environment
• Detail orientated
• Deadline driven (meeting deadlines)
• Methodical and meticulous
• Managing Workload
• Contributing to team success and overall success of AFA
• Innovation
• Fast paced and high energy levels
• Team player
• Positive work attitude
• Ability to work remotely
• Takes initiative
• Adaptable to change
• Adherence to company policy and procedures
• Taking ownership and accountability for tasks and activities and demonstrating effective self-management in terms of planning and prioritizing, and self-development

Requirements

• Minimum matric
• Preferable tertiary qualification / diploma / certificate
• Minimum of 1-2 years working experience with SAP
• Sound knowledge of accounting principles