Overview

Reports to: Accountant
Purpose
The Invoice Entry Clerk is responsible for accurately processing and entering invoices into the company’s accounting system, ensuring that all transactions are properly recorded and accounted for while manning the 3-way-match process. The Invoice Entry Clerk will play a critical role in supporting the Accounts Payable team and ensuring timely and accurate payments. The Invoice Entry Clerk also collaborates with other departments and suppliers to resolve discrepancies for maintenance of supplier relations.

Key Responsibilities:
Supplier Accounting

  • Provide excellent customer service to suppliers.
  • Collaborate with other departments, staff, suppliers and intercompany personnel to solutions to invoice discrepancies whilst maintaining supplier relationships.

Transactional Finance

  • Invoice Data Entry: Accurately input invoice details into the company’s accounting software, ensuring all fields (such as vendor name, invoice number, date and amounts) are entered correctly ensuring a 3-way-match.
  • Invoice Validation: Verify that invoices are in compliance with company policies, including proper authorization and correct coding, and ensure any discrepancies are addressed with the relevant departments.
  • Maintain Filing Systems: Organize and maintain both physical and electronic filing systems for invoices, purchase orders, and other related documents to ensure easy retrieval and compliance with company record-keeping requirements.
  • Assist with Payments: Coordinate with the Accounts Payable team to ensure timely and accurate payments to vendors, addressing any invoice issues that may arise.
  • Communication: Communicate with vendors and internal departments as needed to resolve discrepancies, address inquiries, and obtain missing or incorrect documentation.
  • Inform vendors of available cheques for collection and management of the cheque log.
  • Reporting: Assist in the preparation of regular reports on invoice processing status, outstanding liabilities, and other financial data as required by the Accounts Payable Clerks and Accountant.

Financial Close

  • Ensure that all invoices within the financial period are processed and accounted for prior the period close
  • Ensure cost incurred for the period unable to be processed due to discrepancies is communicated to the Accounts Payable Clerks for inclusion in accruals.

Control, Compliance and Risk Management

  • Drive continuous improvement within the AP Function
  • Stay up-to-date on industry changes and trends related to accounts payables
  • Ensure policies and procedures compliance.
  • Assist with other accounts payable functions and administrative tasks as necessary or assigned by the Accountant.

Qualifications & Experience

  • Education: 2A Levels or Associate’s degree in Accounting, Finance, Business Management or related field.
  • Experience: Experience in invoice processing or a related administrative role would be an asset. Experience with accounting software would be an asset.

Key Competencies:

  • Strong attention to detail and accuracy
  • Excellent organizational and time-management skills
  • Good communication skills (written and verbal)
  • Ability to work independently and as part of a team
  • Proficient in Microsoft Office, particularly Excel
  • Knowledge of basic accounting principles

Personal Attributes:

  • Self-motivated and proactive
  • Ability to handle sensitive financial information with confidentiality
  • Strong problem-solving abilities

Application Deadline:
Interested applicants are invited to submit their applications no later than 1st April 2026.

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