Job Description

Tsebo Facilities Solutions is looking for a Financial Administrator who will provide a financial administration service by ensuring that the necessary documents are attached to every supplier invoice where applicable.As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialize in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.Duties & ResponsibilitiesSupplier 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

Skills and Competencies

• Excellent customer relations skills
• Ability to communicate with all levels of management
• Must be very accurate with spelling and numbers
• Ability to work under own and company deadlines
• Ability to work under pressure
• Ability to plan, organise and control own work effort
• Must have initiative, and problem solving skills
• Must be service oriented
• Work independently
• Must be punctual and reliable
• Must be self motivated
• Team orientated individual

Qualifications

• Matric
• Accounting/Book keeping diploma would be an advantage
• 2-5 years general accounts knowledge and experience

Tsebo Solutions Group