Job Description
Purpose of the Function
• Reporting to the Financial Operations Manager, the Invoicing Supervisor provides leadership, management, and oversight to the Accounts Team.
• Manage the company’s financial reporting structure.
• Ensure the integrity and security of the company’s financial systems and procedures.
• Ensure efficiency and effectiveness of the day-to-day functions within the Accounts Department.
• Ensure the function is positioned such that it can deliver value.
• Ensure he/she is an active member of the Finance Management Team and can act as a proactive business advisor when it comes to managing finance within the company.
• Communicate regularly with all stakeholders on finance.
• Weekly meetings with staff members.
• Ensure “Today work Today” policy is maintained at all times.
Key Duties/Responsibilities:
Managing the following key areas:
a) Ensure that all Invoicing is done which is accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Invoicing of clients’ land arrangement invoices
• Invoicing of after hour calls
• Invoicing of management fees, if applicable
• Invoicing of courier fees, if applicable
• Ensure all aspects of the clients’ invoices are processed correctly.
• Process suppliers’ invoices immediately upon receipt from Invoice Processors
• Attach all supporting documents to the invoice
• Prepare invoice batch spreadsheets (land & air invoices) as per clients’ requirements – date and format
• Record invoice numbers on credit card statements (where applicable)
• Ensure client invoices follow the same sequence as the spreadsheet and/or credit card statement
• Hand batches to Quality Controller to check
• Ensure that our company’s name, address and Vat number appear on the supplier’s invoice
• Ensure that the supplier name on our invoice corresponds with that on the supplier’s invoice
• Ensure that the clients name is on the invoice
• Print invoice and remittance advice
• Hand the remittance advice with supporting documents to the Pre-Payment Clerk for payment when completed
Leadership and Management:
• Define opportunities, communicate vision and goals in a way everyone understands, know what most important and set priorities are, ask for commitment, follow up on progress being made, and promote accountability.
• Encourage staff to work with Finance Administration, Operations and other related departments to resolve any outstanding issues timely.
• Coach regularly, promote responsibility-taking, communicate expectations with clarity, ensure differences are resolved, make meaning of events for others, and share information.
• Guide recruitment, key staff retention, staff training and performance management.
• Make and keep commitments, seek opportunities to partner with clients, be optimistic and anticipate client and staff needs.
• Know and live the values, ensure team members are living the values.
Reporting
• Design and test new reports evaluate existing reports and develop a more efficient means of gathering and reporting data.
• Satisfy the needs of all internal requirements and those of external parties like clients. This includes:
* The preparation of weekly and monthly reports for the Finance Operations Manager and relevant clients.
* Working to detailed timetables to ensure that actions on the critical path are identified and deadlines are met.
* Having in place the staff and contingency plans to ensure that all reports are submitted on time despite unforeseen circumstances.
Other Skills/Abilities/Competencies
• Strong Accounting Skills.
• Exceptional leadership and team development skills.
• Strong problem-solving and decision-making skills.
• Ability to manage competing priorities and meet deadlines.
• Exceptional verbal and written English communication skills.
• Detail-oriented, well-organized.
• Ability to readily adapt to and lead through changing environment.
• Professionalism
• Positive outlook
• Entrepreneurship
• Teamwork
• Client Orientation
• Adaptability
Availability
ASAP (1 months notice)
Salary
Negotiable
Required Qualifications
Qualification:
Minimum Requirements
• Diploma in Accounting/Administration.
• Minimum 3-5 years’ experience working in Administration role.
• Strong systems background.
• Proficiency with Microsoft Office applications, particularly Excel.
• Previous experience in Travel would be considered an asset.
Location
Gauteng
Pretoria
Application details
Yolande Malebo
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