AP Clerk

Business Unit:

Materials BU

Department:

Administration

Site:

Pronto

Location - Town / City:

Pretoria West

Job Advert Summary:

The Accounts Payable Clerk is responsible for managing and processing all invoices received for payment and ensuring that creditors (suppliers) are paid accurately and on time. The role supports the finance function by maintaining accurate financial records and ensuring compliance with company policies and procedures

Minimum Requirements:

Grade 12/Matric with Mathematics and Accounting. Bookkeeping certificate 2 – 3 years relevant experience. Diploma or Certificate in Accounting, Finance, or Bookkeeping (preferred) Computer Literacy (MS Word, Excel, and Pastel Evolution) is essential. Attention to detail and accuracy is essential. Administrative experience advantageous Strong attention to detail and accuracy Good numerical and analytical ability Strong organisational and time management skills Ability to meet deadlines under pressure Good communication and interpersonal skills Problem-solving ability High level of integrity and confidentiality Proficiency in Microsoft Excel and accounting systems

Duties and Responsibilities:

Invoice Processing

• Receive, review, and verify supplier invoices for accuracy and completeness
• Capture invoices in the accounting system in a timely manner
• Perform 2-way or 3-way matching (invoice, purchase order, and goods received note)
• Ensure correct allocation to general ledger accounts and cost centres

Payments

• Prepare payment runs (weekly/monthly) in line with company payment terms
• Ensure all supporting documentation is complete before processing payments
• Process payments via EFT, bank systems, or other approved methods
• Monitor payment schedules to avoid late payments or penalties

Supplier (Creditor) Management

• Maintain accurate and up-to-date supplier records
• Reconcile supplier statements on a monthly basis
• Investigate and resolve discrepancies, queries, or disputes
• Communicate with suppliers regarding invoices, payments, and queries

Reconciliations

• Perform monthly accounts payable reconciliations
• Ensure all transactions are recorded and correctly reflected
• Identify and resolve reconciling items promptly

Compliance & Controls

• Ensure adherence to company financial policies and procedures
• Maintain proper filing and documentation for audit purposes
• Assist with internal and external audits by providing required documents
• Ensure compliance with tax regulations (e.g., VAT on invoices where applicable)

Reporting & Administration

• Prepare AP ageing reports
• Assist with month-end close processes
• Track and report on outstanding invoices and liabilities
• Maintain organized records (physical or electronic filing)