Job Description

This role's core function is accurately and efficiently managing financial transactions related to suppliers and invoices, ensuring timely payments and maintaining positive supplier relationships.
This is a semi- skilled position responsible for the complete creditor's function within Kia ensuring that all creditors (national and international) are paid accurately and timeously. This includes maintaining accurate creditor documentation and creditor recon files, assessing credit histories and reports, collecting and processing data on existing creditors.
Specific Role Responsibilities

• Invoice Management:

• Ensure that all the documents are 100% correct before processing in Autoline, including ensuring that Tax Invoices are SARS compliant to claim VAT correctly.
• Ensuring the correct claiming of VAT when processing invoices and credit notes
• Matching supplier invoices to relevant official purchase orders and POD's.
• Capturing invoices and credit notes to the correct NL accounts on Autoline.
• Processing warranty file (Internal and External)
• Processing transport rates and SBI file
• Processing Bond Preservation

• Reconciliation:

• Reconciling supplier statements and clearing of old recon items timeously
• Reconciling creditors control accounts and aged analysis
• Reconciling outstanding Purchase orders
• Preparing of month-end & year-end reports on outstanding creditors
• Preparing Month End NL Reconciliation for Recon File, ensuring that NL accounts balance to PL Sub-Ledgers
• Managing of Marketing Budget spreadsheet
• Flagging over-exposed accounts to management
• Compile Monthly Overseas Travel schedule
• Compile Monthly Fuel Department Spend Report

• Payment Processing:

• Preparing and processing payments to creditors, ensuring timely and accurate payments to avoid penalties.
• Preparing and processing payments to intercompany partners through appropriate channels, e.g. Loan account journals
• Allocation of payments against invoices paid
• Sending of remittance advices to suppliers after payment run

• Open Orders Maintenance:

• Ensuing that any open orders on the system are valid and outstanding
• Obtaining invoices for open orders through regular communication with suppliers
• Reconciliation of open orders at month end and ensuring that accruals are raised for any valid open orders

• Record Keeping:

• Maintaining accurate records of vendor accounts e.g. CIPC documents, BEE Certificates
• Obtain applications and necessary documents required for new suppliers, reviewing and submitting application for approval
• Open new supplier accounts once approval has been obtained
• Maintaining BEE Masterfile
• Filing and storing of invoices and creditors documents

• Communication & Resolving of Queries:

• Responding to supplier inquiries regarding invoices and payments
• Resolving any queries on accounts to ensure that timely payments can be made

• Matric
• A tertiary qualification in Accounting or Bookkeeping and/or short bookkeeping courses would be advantageous

• Sound accounting knowledge
• Ability to work independently and balance multiple tasks simultaneously
• Excellent organisational and planning skills with the ability to prioritize time and work effectively
• Pays attention to detail, displays a high level of integrity and is deadline driven.
• Excellent analytical and problem-solving skills
• Ability to work well under pressure
• Process and technology oriented
• Demonstrated leadership skills: Influence, drive for results, effective planning / prioritization, project management & collaboration