Accounts Payable Clerk

Main Duties / Key Responsibilities

1. Supplier Account Management

• Manage allocated supplier accounts and ensure all invoices, reconciliations, queries, and month-end tasks are completed accurately and on time.
• Ensure all outstanding items are resolved or escalated before month-end closing.
• Assist with other Accounts Payable portfolios when required.

2. Invoice Processing

• Receive and check supplier invoices against delivery records, approved rates, and supporting documents.
• Validate invoice information using Excel and system data.
• Capture approved invoices accurately on the accounting system.
• Maintain invoice trackers and control files to avoid duplicate processing.
• Allocate payments correctly and send remittance advice to suppliers.

3. Reconciliations & Reporting

• Identify and investigate discrepancies, variances, and duplicate invoices.
• Prepare monthly supplier reconciliations within deadlines.
• Update supplier age analysis notes on the accounting system.

4. Supplier & Internal Communication

• Submit validated invoices and supporting documents to operational teams for approval.
• Liaise with suppliers and internal departments regarding invoice processing and payment matters.

5. Query Resolution

• Resolve supplier and internal queries within required turnaround times.
• Escalate unresolved issues, discrepancies, or risks affecting payments or reporting deadlines.

6. Compliance & Continuous Improvement

• Follow company policies, procedures, and internal controls.
• Contribute to process improvements, automation initiatives, and efficiency enhancements within Accounts Payable.
• Perform any other related duties as required by management.

Minimum Qualifications & Experience

Educational Requirements

• Matric / Grade 12.
• A qualification in Accounting, Finance, or a related field will be advantageous.

Experience

• 3–5 years’ experience in an Accounts Payable / Creditors environment.

Technical Skills

• Experience with accounting systems such as Syspro, Pastel, or similar.
• Proficient in Microsoft Office, particularly Excel.
• Good understanding of accounts payable processes, reconciliations, and internal controls.
• Experience processing invoices, reconciling supplier accounts, and resolving discrepancies.
• Ability to work in a high-volume processing environment and meet strict deadlines.
• Intermediate Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, and formulas.
• Experience working with both electronic and manual documentation processes.

Soft Skills

• Strong analytical and problem-solving skills.
• High attention to detail and accuracy.
• Strong organisational and time-management ability.
• Ability to prioritise and meet deadlines under pressure.
• Strong sense of accountability and ownership.
• Comfortable working with large volumes of data and Excel-based validations.
• Adaptable and open to process improvements and change.
• Good communication and interpersonal skills.
• Team player with a strong work ethic.