Finance Admin Clerk

A. Accounts Payable (Creditors) Responsibilities

1. Supplier Invoice Processing

• Receive, verify, capture, and process supplier invoices and payment requests.
• Review invoices for accuracy, approvals, supporting documentation, and correct allocation.
• Allocate expenses to the correct:
• Departments
• Partners/Directors
• Matters/files
• Cost centres
• General ledger accounts
• Ensure invoices are processed according to firm policies.

2. Legal Supplier & Service Provider Accounts

• Manage creditor accounts including:
• Counsel invoices
• Advocate fees
• Expert witness invoices
• Court-related expenses
• Sheriff fees
• Courier services
• Service providers
• Office suppliers
• Verify supporting documents before payment processing.

3. Payment Administration

• Prepare creditor payment schedules for approval.
• Process approved supplier payments within agreed timelines.
• Maintain accurate payment records and proof of payment documentation.
• Monitor outstanding supplier balances.

4. Supplier Reconciliations

• Perform monthly supplier statement reconciliations.
• Investigate and resolve invoice discrepancies.
• Follow up on missing invoices, credit notes, or incorrect charges.
• Maintain accurate creditor records.

5. Compliance & Financial Controls

• Ensure compliance with:
• Firm financial policies
• Delegation of authority requirements
• VAT requirements
• Audit procedures
• Prevent duplicate payments and unauthorised transactions.

B. Accounts Receivable (Debtors) Responsibilities

1. Client Billing & Invoicing

• Prepare and issue client invoices accurately and timeously.
• Review attorney billing instructions and supporting documentation.
• Process:
• Professional fees
• Recoverable disbursements
• Consultation fees
• Legal costs
• Settlements and recoveries
• Ensure invoices comply with client agreements and billing requirements.

2. Debtors & Collections Management

• Monitor outstanding client balances.
• Follow up on overdue accounts professionally.
• Maintain regular communication with clients regarding payments.
• Escalate overdue matters to attorneys, directors, or management.
• Assist with collection strategies to reduce aged debt.

3. Client Account Management

• Maintain accurate client ledger accounts.
• Allocate payments correctly against invoices.
• Investigate unallocated receipts and payment discrepancies.
• Respond to client billing queries.

4. Debtors Reconciliations

• Perform monthly client account reconciliations.
• Review debtor age analysis reports.
• Identify overdue balances and recommend corrective action.
• Assist attorneys with debtor reports on their matters.

5. Trust and Client Money Administration (where applicable)

• Assist with documentation relating to client funds.
• Process authorised transactions in line with firm procedures.
• Maintain supporting records for trust-related transactions.
• Ensure accurate allocation between business and client accounts (subject to firm controls and applicable legal requirements).

C. Financial Administration Responsibilities

• Assist with monthly financial reporting.
• Prepare:
• Debtors age analysis
• Creditors reports
• Outstanding invoice reports
• Payment reports
• Capture financial transactions accurately on accounting systems.
• Maintain electronic and physical financial filing systems.
• Prepare documents for internal and external audits.
• Maintain confidentiality of client and financial information.
• Assist Finance Manager with ad hoc financial projects.

Pay: From R7 000,00 per month

Work Location: In person