Job Description

DUTIES AND RESPONSIBILITIES

Supplier Management

Conduct due diligence for new vendors by obtaining necessary supporting documents and validating information and banking details loaded by the bookkeeper Liaise with the Bank & Cash team to ensure vendors are added as bank beneficiaries Monitor vendor account activity ensuring accounts with no activity in 36 months are closed monthly Maintain relevant vendor addresses, banking details and contact details to ensure a valid vendor database Build and maintain strong relationships with vendors

Accounts Payable

Oversee timely and accurate invoice capturing by secretaries to ensure all liabilities are accounted for. Review account allocations, VAT, transactional details, check and approve Professional Creditors reconciliations to statements Ensure correct VAT treatment on transactions Approve payment requests and verify banking details Print and save BOP reports for foreign payments Assist with SARB approval applications and renewals Address queries from partners, staff, and creditors regarding professional creditors with disbursement, WIP, invoices and matter allocations Ensure sufficient funds in Official Fee and other deposit accounts at all times Capture journal entries to correct GL misallocations Ensure daily billing of all 3P WIP Manage the Accounts Payable group mailbox Process 3P payments according to payment list reports, i.e. taking into account payment arrangements Manage age analysis and resolve outstanding invoices or credit notes in line with supplier terms, report weekly on unresolved Review and resolve aged invoices, unused credit notes, and unapplied payments Monitor and report on on-hold invoices Address and update mail returns for vendor remittance advices on CMS

Cash Flow Management

Manage payment cycles to optimize cash flow Identify set-off opportunities with reciprocal client relationships where debt collection is challenged Prepare accurate cash outflow forecasts Monitor creditor payments against due dates to maximize creditors days

Accounting and Reporting

Clear inter-branch accounts Reconcile Professional Creditors Ageing to GL control accounts Prepare monthly balance sheet reconciliations Meet financial reporting deadlines Track daily 3P receipt reports and ensure timely payments to appropriate vendors Continuously monitor and report on unrecorded liabilities from vendors with special arrangements

Staff Management

Lead and manage an Accounts Payable team of 6 Set objectives and provide coaching and mentoring. Ensure staff deliver stakeholder support aligned with firm values and expectations Conduct weekly team meetings including ageing reviews Manage staff leave and compliance with firm policies

Process and Procedure

Document and maintain operational processes Identify, resolve and improve system and process inefficiencies.

Innovation

Remain up to date on new technologies to improve process efficiency.

EXPERIENCE, SKILLS AND COMPETENCIES

Strong initiative and problem-solving skills. Excellent communication and interpersonal skills. Experience in multi-currency accounting and reporting. Background in legal or professional services (essential). Strong cost control experience. High attention to detail and accuracy. Advanced proficiency in Microsoft Excel Experience with CMS - Aderant (advantageous). Proficient in written and verbal Business English Minimum 8 years' experience managing accounts payable. Experience handling high volumes of transactions.

QUALIFICATIONS

Grade 12 (Matric) with Accounting and Mathematics. Certificate/Diploma in Bookkeeping or BCom Finance. Experience in a legal or professional services environment (essential). Exposure to multi-currency environments. * Clear criminal and credit history (must be disclosed upfront).