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
