Responsibilities:

Invoice Processing & Payment Management

• Obtain approval for invoices on a weekly basis and ensure timely entry into the ERP system as they arise.
• Ensure all invoices and accruals are entered in the correct accounting period.
• Processing invoices accurately on a day-to-day basis includes sorting, scanning, monitoring requests, preparing payments, clearing accruals, and generating related reports.
• Prepare and process payment runs (e.g., cheques, online banking), ensuring timely settlement of vendor accounts.
• Ensure rent payments for retail stores are completed before the first of each month.

Vendor Relations & Reconciliations

• Reconcile vendor statements weekly against control accounts to ensure accurate allocation and payment of invoices.
• Follow up on vendor queries via telephone or email in a timely and professional manner.
• Liaise with retail store locations monthly to verify days when Amalgamated did not collect cash; apply corresponding credits to outstanding invoices.
• Maintain clear, organized records of all payables and communications with vendors.
• Monitor and reconcile local supplier accounts to ensure accuracy and completeness.

Payroll Support & Internal Deductions

• Update and submit monthly telephone deduction templates for all employees assigned company mobile phones in line with payroll timelines.
• Complete and submit Advance, Additional Jobs (ADJOB), and Deductions (JOBAD) templates for general and executive staff per payroll schedules.

Reporting & Month-End Close

• Prepare detailed monthly expense analysis reports for management accounts (where applicable)
• Assist with the monthly close of management accounts and related reporting tasks.
• Support bank reconciliation processes by assisting with queries and outstanding items.

Compliance & Confidentiality

• Maintain strict confidentiality of all financial records, transactions, and internal communications related to the company, its suppliers, and employees.
• Support internal and external audits by providing the required documentation in a timely manner.
•  Ensure compliance with company policies, procedures, and local financial regulations.

General Administrative Support

• Provide general administrative support to the finance team as needed.
• Perform any other related duties as assigned from time to time.