Financial Administrator

Duties & Responsibilities

Supplier Administration

Liaise with existing suppliers and new suppliers on information required.
Keep updated credit application and information sheets of suppliers.
Complete all new supplier credit applications.
Ensure that copies of all documentation are made before sending to head office.
File invoices and correspondence in a methodical manner for easy access.
Respond to supplier payment queries.

Financial Administration

Ensure that the necessary documents are attached to every supplier invoice where applicable as follows, goods and services received note, delivery note/job card, purchase order and quotation.
Check supplier invoice to ensure it complies with all current legislation.
Check supplier invoice to purchase order and goods received voucher to verify correctness of quantity and price.
Ensure that all invoices are authorised for payment by Internal Auditor.
Send invoices timeously in accordance with DSFM company policies and procedures to DSFM Head Office Finance taking due cognisance of due dates for payment and closing of General Ledger.
Make copies of all pass-through costs invoices and supporting documentation.
Capture all invoices on the system
EAM against pass-through costs captured in GL.
Prepare a summary according to client requirements of all pass-through costs to be handed to client for invoicing purposes after receiving invoice and schedule from head office.
The administration, control and preparation for payment of monthly invoices for Tsebo Facilities Solutions Recons
Request statements from Suppliers monthly
Reconcile according to current statement ensuring all old invoices are requested, authorised and uploaded into the system
Liaise with all the sites and ensuring that all documentation is submitted timeously for processing
Ensure that all creditors are reconciled and paid only when they fall due.
Maintain communication channels with suppliers and colleagues to ensure a synergetic relationship
Ensure that the supplier forwards the relevant documentation timeously.
Handling financial and commercial queries for all the Sites
Capture all financial documents on the system including: Invoices and Credit Notes and meeting a target of 45 invoices a day
Prepare Payment proposals for 15, 30, 45 and 60 Day payments
To provide financial and administrative support to the various Tsebo Facilities departments
Filing of recons and invoices
Checking ageing and ensuring the ageing is clean
Ensuring that all ad-hoc invoices are filed with all supporting documents