Accounts Payable Team Lead

SUMMARY:
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POSITION INFO:

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My client is looking for an experienced Accounts Payable Team Lead. 

This role is critical in ensuring the accurate, timely, and efficient processing of all vendor invoices and payments. Working closely with the procurement team and leveraging our procurement system, the Payables Lead will guide a small team of creditor clerks, drive process improvements, ensure compliance with internal controls and external regulations, and build strong relationships with suppliers. This role requires a strong individual contributor with excellent communication and problem-solving skills, a commitment to accuracy, and a proactive approach to optimising working capital, ultimately contributing to the financial health and success of the company

Requirements: 

• Bachelor's degree in Accounting, Finance, or a related field (advantageous) OR a completed bookkeeping qualification.
• Minimum 3 years of experience in a similar role.
• High level of accuracy and attention to detail.
• Strong understanding of accounting principles and practices related to Accounts Payable.
• Proficiency in accounting software (e.g., Sage X3), Microsoft Excel and Google Sheets.
• Excellent communication, interpersonal, and leadership skills.
• Strong analytical and problem-solving abilities.
• Ability to work independently and as part of a team.
• Ability to perform under pressure and meet deadlines.
• Strong work ethic and commitment to ethical conduct.

Responsibilities 

Team Management:

• Guide and support a small team of creditors' clerks.
• Provide on-the-job training and mentorship to junior staff.
• Foster a collaborative and supportive work environment.
• Delegate tasks effectively and ensure workload is balanced within the team.

Payment Processing and Reconciliation:

• Oversee the entire AP process, from invoice receipt to payment execution.
• Review and process non-PO invoices, ensuring proper authorization and adherence to company policies.
• Ensure timely processing of invoices and payments to avoid late fees, maintain good supplier relationships, and effectively manage the payment inbox to address payment requests promptly.
• Match invoices to purchase orders and supporting documentation to ensure accuracy and compliance.
• Investigate and resolve invoice discrepancies, escalating complex issues to the procurement team or relevant stakeholders.
• Ensure accurate General Ledger (GL) allocations and dimensions for all AP transactions.
• Reconcile supplier statements monthly and resolve any discrepancies promptly.
• Review and sign off on the validity and accuracy of reconciliations.
• Prepare and load creditor payments for banking, ensuring proper authorisation on and approvals.

Supplier Management:

• Complete credit applications and liaise with the legal department for the finalisation of creditor onboarding, working closely with the procurement team.
• Build and maintain strong relationships with key suppliers in collaboration with procurement.
• Conduct regular reviews of suppliers, including terms, rebates, and structure, in conjunction with the procurement team.
• Proactively address and resolve complex or aged creditor queries.

Working Capital Management: 

• Drive effective working capital management in collaboration with the procurement team by maximising rebates, analysing purchasing behaviour for consolidations and effective procurement, and driving the conversion of cash suppliers to credit.
• Prepare and process supplier rebates.
• Monitor and analyse key AP metrics, such as Creditor Age Analysis, GRNI, and Creditor Stats.

Collaborate with Procurement:

• Collaborate closely with the procurement team to ensure seamless and efficient procure-to-pay processes.
• Participate in the development and implementation of new procurement policies and procedures.
• Work closely with procurement to onboard new vendors, ensuring accurate vendor master data and compliance with procurement contracts.
• Align payment terms with procurement contracts.
• Collaborate with procurement on the timely resolution of invoice discrepancies and the implementation of preventative measures.

Leveraging Procurement and Finance Systems:

• Utilise the current procurement and finance systems effectively to manage vendor information, track purchase orders, and ensure accurate invoice processing.
• Ensure accurate and timely data flow between the procurement system, RPA, and the finance system.
• Identify opportunities to optimise the use of the procurement system to improve AP processes and efficiency.

Month-End Responsibilities:

• Ensure month-end accruals are accurately compiled and the relevant schedules are updated.
• Assist with the preparation of Group recharge schedules and invoices, including cell phone, IT, and travel recharges.
• Month-end review of expenses against Budget/Forecast/Prior Months.
• Assist with other month-end reviews and queries as may be required.
• Ensure month-end processing deadlines are met.

Compliance and Reporting:

• Ensure compliance with all relevant accounting standards, tax regulations, and internal controls.
• Assist in the preparation and submission of audit queries and files.
• Prepare and submit relevant reports, including BBBEE reports and supplier analysis.
• Collate and drive the collection of Supplier BBBEE certificates.
• Formulate policies and procedures to ensure payment to creditors is made timely.
• Stay up-to-date on changes in accounting regulations and their impact on AP functions.
• Compile training schedules for the Group for ATR/WSP and BBBEE purposes.
• Assist HR and other departments on compliance, skills, equity, and other audits.

Process Improvement:

• Analyse existing AP processes and identify areas for improvement and automation.
• Implement process improvements to enhance efficiency, accuracy, and controls.
• Drive automation and the application of best practices within the team.
• Proactively identify and address challenges within the department, contributing to solutions and process improvements. This includes undertaking ad hoc tasks and projects as assigned or required, demonstrating flexibility and a strong commitment to supporting the overall success of the finance and procurement functions.