SUMMARY:
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POSITION INFO:
Finance & Administration Clerk – Offshore Client Services
Hours of Work: 08:00 – 17:00
Department: Finance / Client Services Department
Base: Port Elizabeth
Reports to: Designated Client Supervisor
Job Summary
The Finance & Administration Clerk provides general financial and administrative support to offshore clients. The role is primarily transactional and administrative in nature and may support a variety of finance functions depending on client requirements.
These may include accounts payable, accounts receivable, stock administration, reconciliations, data capturing, document processing, reporting and general finance administration.
The successful candidate will be required to work accurately, efficiently and within agreed deadlines and client service levels. The role requires a high level of attention to detail, good organisational skills, proficiency in English and the ability to work effectively as part of a remote and/or international team.
As the employee may be allocated to different clients or functions over time, adaptability and a willingness to learn new systems, processes and procedures are essential.
Minimum Qualifications and Experience
Matric / secondary school qualification.
A tertiary qualification or studies in Accounting, Finance, Business Administration or a related field would be advantageous.
Previous experience in a finance, bookkeeping, accounts or administrative environment would be advantageous.
2 years' relevant experience; suitable graduates or candidates with strong administrative aptitude may also be considered.
Basic to intermediate Microsoft Excel skills.
Computer literate and comfortable working with Microsoft Office and electronic document management systems.
Exposure to accounting or ERP systems such as Syspro, Pastel, Sage or similar would be advantageous.
Good command of English, both written and verbal.
Ability and willingness to learn new financial systems and client-specific processes.
Key Competencies and Soft Skills
High attention to detail and accuracy.
Strong administrative and organisational skills.
Ability to follow instructions, procedures and documented processes.
Disciplined and methodical approach to work.
Ability to prioritise tasks and meet deadlines.
Good communication skills.
Willingness to ask questions and escalate issues when required.
Team player with the ability to work effectively in a remote environment.
Ability to work independently once adequately trained.
Reliable and accountable for assigned responsibilities.
Adaptable and willing to learn.
Comfortable working with repetitive and high-volume transactional tasks.
Strong commitment to confidentiality and data security.
Client-service orientated.
Main Duties / Key Results Areas
1. Stock Administration
Capture and process stock transactions.
Assist with recording stock movements accurately and timeously.
Maintain stock sheets, schedules and databases.
Assist with matching stock transactions to supporting documentation.
Capture goods received and other stock-related information where applicable.
Assist with investigating differences between stock records and supporting documentation.
Ensure allocated stock administration tasks are completed within required deadlines.
2. Accounts Receivable Administration
Capture customer receipts and other transactions where required.
Assist with customer account reconciliations.
Allocate receipts against customer accounts.
Assist with obtaining and maintaining supporting documentation.
Follow up on outstanding information and account queries.
Assist with general accounts receivable and debtor administration.
3. Accounts Payable Administration
Capture and process supplier invoices accurately and timeously.
Match invoices to purchase orders, goods received documentation and other supporting documentation where applicable.
Assist with supplier account reconciliations.
Request outstanding invoices, statements and supporting documentation.
Assist with investigating and resolving supplier account queries.
Check and capture payment information where required.
Maintain accurate supplier records and supporting documentation.
Assist with general accounts payable administration.
4. Reconciliations & Finance Administration
Assist with basic supplier, customer, bank, stock and other account reconciliations.
Identify reconciling differences and refer exceptions to the appropriate senior team member.
Capture journals or other finance transactions where appropriately authorised and trained.
Assist with maintaining financial schedules and supporting documentation.
Assist with month-end administrative requirements.
Perform data checks and identify incomplete or inconsistent information.
5. Data Capturing & Document Administration
Accurately capture financial and operational information into accounting systems, spreadsheets and client databases.
Maintain electronic filing systems and ensure documentation is correctly filed and easily retrievable.
Review documentation for completeness before processing.
Request missing information or supporting documentation.
Maintain accurate records in accordance with client procedures.
Assist with document preparation, scanning, filing and general administrative processing.
6. Reporting & Client Support
Update standard reports, trackers and schedules.
Provide information required by Financial Controllers, Finance Managers and client representatives.
Complete allocated work in accordance with agreed deadlines and KPIs.
Escalate delays, discrepancies and unresolved queries timeously.
Communicate professionally with internal teams, clients, suppliers and other stakeholders.
Provide general finance and administrative support as required.
7. Performance Expectations
The employee will be expected to:
Maintain a high level of accuracy in all processing.
Complete work within agreed turnaround times and deadlines.
Meet productivity and quality expectations applicable to the allocated client.
Follow client processes, policies and standard operating procedures.
Escalate problems and exceptions rather than allowing work to remain unresolved.
Take ownership of allocated tasks through to completion.
Maintain professional communication with clients and colleagues.
Protect confidential client and company information at all times.
Continuously develop their knowledge of the systems and processes relevant to their allocated responsibilities.
Perform any other related tasks and duties reasonably expected within the role.
