• The payments controller is responsible for overseeing the creditors team as well as administration and processing of the transport evidence/submissions to facilitate payments for suppliers and transporters.

Key Responsibilities:

• The transport payments controller is responsible for administration and processing of transport evidence/submissions to facilitate payments for transporters. This is the go-to person for transport payment related queries for Zarbon Coal – the logistics business.
• The role entails coordination of all transport payment activities as delegated with procedures to be followed under direct supervision of the Commercial Accountant.

The responsibilities of the role are split into key six areas as follows:

Team management:

• Oversee the Data capturing team and their processing of data on the ERP / SAP system. At various steps of the process to capture/verify the transporter proof of delivery (POD), logbook, load sheets, invoices, and payment requisition.
• POD and Loadsheet capture/verification (if captured on site) on the ERP
• Capture pre-approved Invoice on ERP
• Co-ordinate the creditors team to ensure timely capture of invoices and the review of the supplier / transporter recons provided by the team prior to facilitating

Reconciliations – Diesel usage:

• Different routes have different pricing/rates, and short distance transporters are supplied with Diesel. Therefore, the various reconciliations need to be done to ensure billing and payment accuracy for both the company and transporter.

Diesel Usage Reconciliation

• Diesel reconciliation fortnightly for short distance (local) transporters
• Work and collaborate with the Diesel team for verification and confirmation

Route Separation

• Separate the transporter routes for long distance, and short distance where applicable. This is due to different rates for different routes
• Confirmation and submission of reconciliation to transporter for invoicing
• Separate the transporter routes for long distance, and short distance where applicable
• Apply the correct rate for the various routes

Auditing and Reporting

• Due to the various elements involved in the process that includes proof of actual delivery, diesel, different rates for different routes with the same transporter, it is important to audit the documentation and process to eliminate or reduce errors.

Document auditing 

• Check the PODs and all other documents against what is loaded on site.  
• Check the documents for internal compliance, correct stamps and etc

Invoice auditing 

• Check invoice against SARS checklist for tax compliance

Process auditing

• Follow approved internal process.
• Ensure all internal approvals and audits are complied with.
• Where required assist or compile transport payments reports 

Payment Process Coordination

• Manage the process end to end up to the payment of transporter and supplier invoices.

Transporter and supplier invoice payment

• Facilitate the administration in a timely manner to ensure that transporter payments are not subjected to delays that can affect services provided negatively

Payment Queries Management and Resolution

• Receive, review and follow-up to ensure resolution of queries from the various stakeholders.

Queries from the transporters

• First point of contact for transporter payment queries/communication
• Respond to transport payment queries
• Queries from management, internal auditors, approvers and internal staff
• Respond timeously to queries to avoid causing payment delays

Minimum Requirements:

• Diploma/Degree in Bookkeeping
• Minimum 5 years’ experience
• English writing and communication skills
• Maintain a professional work ethic in dealing with relevant stakeholders
• Must understand the usage of digital communications
• Ability to work closely in a team but can also work independently without constant supervision
• Ability to meet deadlines and work under pressure
• Ability to generate, share and follow-through
• Must be very organised and adaptable
• Must be able to multitask and prioritise
• Willingness to go the extra mile
• Must be able to take direction/ follow a brief when necessary
• Attention to detail
• Good interpersonal relations
• Focus on detail and quality
• Time management skills