Finance & Administration Clerk - Offshore Client Services - Staff Solutions

Our client in the FMCG Industry is seeking a Finance & Administration Clerk - Offshore Client Services in Gqeberha/ Port Elizabeth

 

Minimum Qualifications and Experience:

• Matric / secondary school qualification.
• A tertiary qualification or studies in Accounting, Finance, Business Administration or a related field would be advantageous.
• Previous experience in a finance, bookkeeping, accounts or administrative environment would be advantageous.
• 2 years' relevant experience; suitable graduates or candidates with strong administrative aptitude may also be considered.
• Basic to intermediate Microsoft Excel skills.
• Computer literate and comfortable working with Microsoft Office and electronic document management systems.
• Exposure to accounting or ERP systems such as Syspro, Pastel, Sage or similar would be advantageous.
• Good command of English, both written and verbal.
• Ability and willingness to learn new financial systems and client-specific processes.

Main Duties/Key Results Areas:
1. Stock Administration

• Capture and process stock transactions.
• Assist with recording stock movements accurately and timeously.
• Maintain stock sheets, schedules and databases.
• Assist with matching stock transactions to supporting documentation.
• Capture goods received and other stock-related information where applicable.
• Assist with investigating differences between stock records and supporting documentation.
• Ensure allocated stock administration tasks are completed within required deadlines.

2. Accounts Receivable Administration

• Capture customer receipts and other transactions where required.
• Assist with customer account reconciliations.
• Allocate receipts against customer accounts.
• Assist with obtaining and maintaining supporting documentation.
• Follow up on outstanding information and account queries.
• Assist with general accounts receivable and debtor administration.

3. Accounts Payable Administration

• Capture and process supplier invoices accurately and timeously.
• Match invoices to purchase orders, goods received documentation and other supporting documentation where applicable.
• Assist with supplier account reconciliations.
• Request outstanding invoices, statements and supporting documentation.
• Assist with investigating and resolving supplier account queries.
• Check and capture payment information where required.
• Maintain accurate supplier records and supporting documentation.
• Assist with general accounts payable administration.

4. Reconciliations & Finance Administration

• Assist with basic supplier, customer, bank, stock and other account reconciliations.
• Identify reconciling differences and refer exceptions to the appropriate senior team member.
• Capture journals or other finance transactions where appropriately authorised and trained.
• Assist with maintaining financial schedules and supporting documentation.
• Assist with month-end administrative requirements.
• Perform data checks and identify incomplete or inconsistent information.

5. Data Capturing & Document Administration

• Accurately capture financial and operational information into accounting systems, spreadsheets and client databases.
• Maintain electronic filing systems and ensure documentation is correctly filed and easily retrievable.
• Review documentation for completeness before processing.
• Request missing information or supporting documentation.
• Maintain accurate records in accordance with client procedures.
• Assist with document preparation, scanning, filing and general administrative processing.

6. Reporting & Client Support

• Update standard reports, trackers and schedules.
• Provide information required by Financial Controllers, Finance Managers and client representatives.
• Complete allocated work in accordance with agreed deadlines and KPIs.
• Escalate delays, discrepancies and unresolved queries timeously.
• Communicate professionally with internal teams, clients, suppliers and other stakeholders.
• Provide general finance and administrative support as required.

7. Performance Expectations
The employee will be expected to:

• Maintain a high level of accuracy in all processing.
• Complete work within agreed turnaround times and deadlines.
• Meet productivity and quality expectations applicable to the allocated client.
• Follow client processes, policies and standard operating procedures.
• Escalate problems and exceptions rather than allowing work to remain unresolved.
• Take ownership of allocated tasks through to completion.
• Maintain professional communication with clients and colleagues.
• Protect confidential client and company information at all times.
• Continuously develop their knowledge of the systems and processes relevant to their allocated responsibilities.
• All and any other related tasks & duties as expected from the employer from time to time.

Key Competencies and Soft Skills:

• High attention to detail and accuracy.
• Strong administrative and organisational skills.
• Ability to follow instructions, procedures and documented processes.
• Disciplined and methodical approach to work.
• Ability to prioritise tasks and meet deadlines.
• Good communication skills.
• Willingness to ask questions and escalate issues when required.
• Team player with the ability to work effectively in a remote environment.
• Ability to work independently once adequately trained.
• Reliable and accountable for assigned responsibilities.
• Adaptable and willing to learn.
• Comfortable working with repetitive and high-volume transactional tasks.
• Strong commitment to confidentiality and data security.
• Client-service orientated.