To ensure accurate, timely and profitable invoicing of all freight forwarding transactions, effective debtor and creditor management, and strong financial controls. The role includes verifying shipment costings, protecting gross profit margins, overseeing accounts payable, and managing forex payments and payment loading on FNB Online Banking.  This position is critical to cash flow management, profitability, supplier relationships, and audit compliance. 

Costings & Job Profitability

• Capture and verify end-to-end shipment costings, including air, sea, road freight, customs, storage and surcharges.
• Compare supplier invoices against approved costings before client invoicing.
• Identify rate discrepancies, missing charges, and potential margin leakage.
• Ensure correct application of freight charges, handling fees, port and terminal charges, customs fees, storage, demurrage, and detention.
• Escalate under-costed shipments and potential losses to management.

 Client Invoicing

• Generate accurate debtor invoices within the agreed SLA of 24–72 hours after job completion.
• Ensure invoices comply with client rate agreements, approved tariffs, and contracted margins.
• Verify VAT, currency conversions and Incoterms.
• Attach all supporting documentation, including airway bills, bills of lading, proof of delivery and cost breakdowns.
• Prepare client VAT 404 statements by the 10th of each month.
• Investigate invoicing discrepancies and ensure corrections are processed promptly.

 Debtors Management

• Allocate receipts and reconcile customer accounts.
• Maintain an accurate and up-to-date debtor age analysis.
• Follow up on overdue accounts and manage outstanding queries professionally.
• Investigate and resolve invoice disputes timeously.
• Escalate long-outstanding balances and recommend account holds in accordance with company credit policy.

Accounts Payable & Forex Payments

• Oversee the accounts payable function, ensuring supplier invoices are accurately verified, approved, captured, and processed within agreed payment terms.
• Reconcile supplier accounts and resolve discrepancies.
• Prepare local and international supplier payments, ensuring all supporting documentation and approvals are in place.
• Manage forex payment requirements, including obtaining exchange rates, preparing payment instructions, and ensuring accurate and timely processing.
• Load local and international supplier payments on FNB Online Banking, verifying beneficiary details, currencies, and payment amounts.
• Monitor payment due dates and cash flow requirements and follow up on outstanding forex transactions and bank confirmations.
• Maintain accurate records of supplier payments, forex transactions and supporting documentation for audit purposes.
• Identify duplicate invoices, incorrect charges and potential payment risks.
• Ensure compliance with company policies, banking mandates, and segregation-of duties controls.
• Final payment authorisation must remain with an appropriately authorised signatory.

Reporting & Financial Controls

• Prepare monthly debtor age analysis, revenue and gross profit reports, credit note logs and accounts payable reports.
• Monitor revenue, job profitability, and margin performance, identifying trends and areas of concern.
• Maintain complete and accurate supporting documentation for audit purposes.
• Identify recurring errors and recommend improvements to financial processes and controls.
• Provide management with timely updates on debtor collections, supplier commitments, and potential cash flow risks.