Managing and ensuring that all invoices are processed accurately and timeously on the financial system. Manage petty cash, credit cards, stock and processing costing for all regional contractors. Creditors Management, ensuring payments are made accurately and done on time. Track and control regional expenses. Complete all reconciliations.
Quotations
Ensure that required quotations are received from Suppliers, check pricing and obtain the necessary approvals
Purchase Orders
Process and generate a purchase requisition.
Match purchase order to quote and ensure that all the information is correct, print and distribute purchase orders to the suppliers as required (If not done automatically by the system)
Follow up on all purchase order status.
Keep record of purchase requisitions and order.
Verification
Check that the delivery note / invoice is signed and verify against the quotation and purchase order.
Invoicing
Receive signed invoices delivery notes.
Receipts and Invoices onto Oracle
Ship relevant invoice packs to Creditors Clerk/controllers at head Office.
Follow up with supplier payments and communicate where necessary.
Reporting
Capture stock on the system using stock notes submitted
Update Payment List/Schedule
Compile general reports and resolve queries
Communicate with all the relevant stakeholders to ensure the process follows smoothly.
Petty Cash and Credit Card Expenses
Manage daily expenses according to office requirements
Compile monthly reconciliation of expenditure and obtain required signatures for approval.
Get all source documents from the relevant people for credit card purchases.
Creditors management
Follow-up and resolve invoice queries externally and internally
high volume of invoices
Review and action rejected invoices, check supplier statements for overdue/missing invoices.
Communicate with supplier for outstanding invoices and monthly statements.