Accounts Payable Administrator - Temp - Cape Town (Southern Suburbs)
Position Reports to: Account Payable Supervisor

Leading Pharmaceutical company seeks dynamic and suitably qualified / experienced Accounts Payable Administrator to join their team on a Contract / Temp basis.

Salary: Negotiable
Date of Commencement: Immediate

Purpose of position
The successful candidate will resume responsibility for all aspects of creditors function e.g. suppliers’ invoices, reconciliation of creditors’ statements, payments and remittance advices of monies due to suppliers.

Minimum Requirements:
• Matric
• Relevant Accounting Qualification
• Minimum of 4-6 years relevant working experience in a similar role
• Proven experience within a high volume Accounts Payable environment
• Computer literate on MS Word, MS Excel
• Accpac Accounting system preferred
• Excellent planning and organizing skills
• Excellent time keeping management
• High level of follow up skills
• Ability to work systematically and under pressure
• Accuracy and attention to detail
• Fast and proactive thinker
• Ability to prioritize and multi task in a fast paced environment
• Dependable, positive and dedicated person
• Ability to be an effective team player and display initiative
• Ability to handle confidential information in a discreet and professional manner

KEY RESPONSIBILITIES

Disease Management Payments:
• Processing and checking all Disease Management payments, includes ensuring bank details are correct upon receipt of information by 7th of each month
• Uploading all Disease Management payments into the banking system by the 13th of each month for releasing by 15th of each month
• Timeous emailing of remittances to relevant Sales Managers
• Following up on any creditor queries that may arise related to DM
• Filing related to all Disease Management payments, matching invoices to remittances and proof of payments
• Requesting cancelled cheque or bank draft to confirm banking details for new DM suppliers

COD and Direct Selling Expense Claim Payments:
• Check validity of all invoices submitted for cash payments
• Accurate processing and correct account code allocation of all relevant cash invoices into cash account
• Check each expense claim submitted for all REPS to supporting documentation
• Process payments into Bank system
• Print off all payment batches and hand to Creditors for checking and posting
• Email proof of payments
• Filing of all payments made – C.O.D
• Recons for C.O.D accounts
• Liaising directly with suppliers e.g. Requesting statements and outstanding invoices
• Follow up on outstanding invoices. E.g. Approvals & allocations
• Process invoices, reconcile the account to Supplier GL account before processing payment

BACK UP FUCTIONS:

30 DAY ACCOUNTS:
Reps expenses:
• Processing and checking all reps expenses, includes ensuring claim is valid, allocated and all supporting documents are attached.
• Signatures of both rep and manager reflects on the claim
• Payment processed into correct rep’s bank account
• Payments loaded onto Standard bank system by 14th and last day of the month
• Filing of all reps expenses

30 Days Supplier accounts: 90 Active Accounts (161 on record)
• Creating monthly file
• Ensuring invoices are valid tax invoices
• Ensuring all invoices are allocated and approved by respective manager
• File invoices into monthly file
• Reconcile all supplier statements to supplier account balances on Accpac by 20th of each month
• Follow up on all outstanding invoices as per recons.
• Replies to vendor inquiries
• Balance Accounts Payable Ledger to Accounts Aged Payables

Payment of 30 days supplier accounts:
• Print remittances & emailing remittances on request
• Exporting out of Accpac to EFT Advantage into Standard Bank

Stanfleet:
• Emailing vehicle transaction reports to reps and managers
• Exporting total vehicle cost for SAGE VIP purposes by 3rd/4th of each month (salary)
• Handling all vehicle report queries

Monthly cash flow:
• Ensure monthly cash flow by 25th of each month or earlier on request

Mediscor
• Potential Mediscor processing and payments

Reports
• Monthly management reports to RSM straight after close off +/-8th of each month

Other/General
• Ensure adequate filing system and are kept updated at all times
• Archiving
• Assist with monthly/year -end requirements
• Arranging with the Sales and Operations department for payment releasing time slots and update payment roster
• Reception duty relief an hour every 3rd Friday
• Any other functions that may be required from time to time