Job Ref #: SG-752
Industry: Motor Industry
Job Type: Contract
Positions Available: 2

Job Description

Purpose :

This role will be responsible for accurately capturing supplier invoices, reconciling supplier accounts and warehouse records, administering and verifying warranty claims, maintaining supplier controls, supporting the Sales department and assisting with the accurate pricing of parts.The ideal candidate should have strong attention to detail, sound numerical ability and the confidence to work across multiple departments in a fast-paced automotive environment

Key responsibilities :

Supplier Invoice Processing

• Capture and process supplier invoices accurately and timeously.
• Verify invoices against purchase orders, delivery documentation and relevant supporting records.
• Check invoice details, including quantities, pricing, VAT and supplier information.
• Investigate and resolve invoice discrepancies with suppliers and internal departments.
• Maintain accurate and up-to-date records of all invoices processed.
• Ensure that invoices are submitted for approval in line with internal procedures.

Supplier Reconciliations and Controls

• Perform regular reconciliations between supplier statements and the company’s accounting records.
• Identify outstanding invoices, unmatched payments, credit notes and other discrepancies.
• Follow up on unresolved items with suppliers and relevant internal stakeholders.
• Maintain effective supplier controls and ensure that supplier accounts remain accurate.
• Assist with the preparation of supplier reports and outstanding-item schedules.
• Support the finance team during month-end processes and audits.

Warranty Claims Administration

• Capture, review and administer warranty claims in accordance with applicable manufacturer and company requirements.
• Verify that claims are supported by the required documentation and approvals.
• Check claim information for accuracy, completeness and compliance before submission.
• Assist with the approval and processing of valid warranty claims.
• Track submitted claims and follow up on outstanding, rejected or queried claims.
• Reconcile approved warranty claims with credits, payments or other recoveries received.
• Maintain accurate warranty registers, records and supporting documentation.
• Escalate potential discrepancies, invalid claims or suspected irregularities to management.
• Assist with warranty-related reporting and audit preparation.

Warranty administration commonly requires the validation of supporting documents, monitoring of claim status, maintaining accurate records and following up on rejected or outstanding claims.bebee+1

Warehouse Reconciliations

• Complete regular reconciliations of warehouse records against system and finance records.
• Compare stock movements, supplier invoices, goods received, returns and other relevant transactions.
• Investigate variances and ensure that discrepancies are reported and resolved.
• Assist with stock-related administration and reporting.
• Work closely with the Warehouse and Parts departments to maintain accurate records.
• Support month-end warehouse and inventory reconciliation activities.

Sales Department Support

• Provide finance and administrative support to the Sales department.
• Assist with sales-related queries relating to parts, pricing, supplier costs and availability.
• Ensure that relevant financial and product information is supplied accurately and promptly.
• Assist with resolving discrepancies between sales documentation, invoices and system records.
• Liaise with internal departments to support efficient order and invoicing processes.

Parts Pricing

• Assist with the maintenance and updating of parts pricing on the relevant system.
• Verify supplier costs, selling prices, mark-ups and applicable discounts.
• Ensure that price changes are accurately captured and communicated to the relevant departments.
• Investigate pricing discrepancies and escalate issues where necessary.
• Support the Sales and Parts departments with pricing-related queries.
• Assist with pricing reports and periodic reviews of parts margins.

Job Requirements

Minimum Requirements :

• Grade 12 / Matric certificate.
• A relevant qualification in Finance, Accounting, Business Administration or a related field would be advantageous.
• Previous experience in finance administration, creditors, accounts payable, stock administration or warranty administration.
• Experience in the automotive, motor dealership, parts, warehousing or manufacturing environment would be advantageous.
• Proficiency in Microsoft Office, particularly Excel.
• Proven experience using SAP ERP for invoice capturing, supplier account management, reconciliations, inventory or warehouse administration.
• Experience with warranty, accounting or inventory-management systems would be advantageous.
• Good numerical and reconciliation skills.
• A valid driver’s licence would be advantageous, subject to the client’s requirements.

Skills and Competencies

• Strong attention to detail and accuracy.
• Good understanding of invoices, supplier statements and account reconciliations.
• Excellent organisational and administrative skills.
• Ability to identify, investigate and resolve discrepancies.
• Good computer literacy and Excel skills.
• Ability to work with large volumes of information and meet deadlines.
• Professional communication and interpersonal skills.
• Ability to work independently while collaborating effectively with other departments.
• High level of integrity and confidentiality.
• Proactive approach to problem-solving.
• Ability to prioritise tasks in a fast-paced working environment.

Key Performance Areas

The successful candidate will be expected to:

• Capture supplier invoices accurately and within the required turnaround times.
• Complete supplier and warehouse reconciliations accurately.
• Maintain reliable supplier, warranty and warehouse records.
• Process and verify warranty claims in line with applicable requirements.
• Identify and resolve discrepancies promptly.
• Provide effective support to the Sales, Parts, Warehouse and Finance departments.
• Maintain accurate and current parts-pricing information.
• Contribute to efficient controls and improved aftersales processes.

Working Relationships

The role will work closely with:

• Finance and Accounts Payable.
• Aftersales Management.
• Warranty and Technical teams.
• Warehouse and Parts departments.
• Sales department.
• Suppliers and service providers.
• Internal and external auditors, where applicable.