Creditors & Supplier Reconciliation Administrator (Community Schemes)

Describe your experience with creditors administration and how it relates to this role.

I have 10yrs experience as a cresitors Administrator in the property field .

Have you previously worked in a property management or community schemes environment? Please elaborate.

Yes I have e experience in rge property field .Ive worked on portfolios like Investec SA;Sanlam SA and Namibia;Pointbreak;Musingita; SA Corporate.

Can you provide an example of a time when you identified and resolved an issue with supplier invoices?

Many occasions there are discrepancy in the supplier invoices supplier leave out order number which is crucial for the creditors so most time we have to contact the supplier to rectify the invoice in order for the payment to go through for payment.

On a scale of 1-5, how would you rate your proficiency in Microsoft Excel?

Rating: ★★★★☆ (4/5)

Rate your ability to perform detailed reconciliations (1 being no experience, 5 being expert level).

Rating: ★★★★★ (5/5)

How would you rate your attention to detail on a scale from 1 to 5?

Rating: ★★★★★ (5/5)

What steps would you take if you found discrepancies in supplier invoices during a reconciliation?

Contact the supplier request a credit note and a new invoice to be generated

How would you ensure that you adhere to internal financial controls while processing supplier invoices?

I would uphold the financial checkpoint on that invoice and make sure all is in order.

Describe a systematic method you would use to manage high volumes of transactions and maintain accuracy.

Batch and prioritize by grouping the invoices in urgency an cut off date.Prioritize the valur amounts and due dates so that the invoice dont accumulate interest .

What interests you about the Creditors & Supplier Reconciliation Administrator position, and how does it fit into your career goals?

Its problem solving not just data entry and Im comfortable in digging into details and making sure it all balances out. My goal is to build a career in finance and having a strong Creditors foundation is crucial .

Why do you believe you would be a good cultural fit for a company focused on service excellence and innovation in property management?

This role interests me as there are 3 things that i am good at and thats Accuracy;Problem solving and Process an control.My goal is to grow within the finance sector and Creditors gives me a hands on experience in the AP cycles;EPR systems ;vendor management and month end close .For me this ppsition isnt just a job ;it is the right place I can build into my future interests in Finance.Thank u.

Describe your experience with creditors administration and how it relates to this role.

I have experience in creditors administration where I was responsible for processing supplier invoices, performing reconciliations, and ensuring payments were accurate and made on time. I regularly matched invoices to purchase orders and supporting documents, resolved discrepancies with suppliers, and maintained accurate creditor records. This experience is directly relevant to the role as it has strengthened my attention to detail, accuracy, and ability to manage high volumes of transactions. It has also helped me develop strong reconciliation skills and an understanding of the importance of maintaining good supplier relationships while ensuring financial controls are followed.

Have you previously worked in a property management or community schemes environment? Please elaborate.

No, I have not previously worked directly in a property management or community schemes environment.However, I do have strong experience in creditors administration, which involves similar responsibilities such as processing supplier invoices, performing reconciliations, handling queries, and ensuring accurate and timely payments. These tasks require attention to detail, strong organisational skills, and adherence to financial controls—all of which are highly relevant to this type of environment. I am confident that my existing finance and administration experience, combined with my willingness to learn, would allow me to adapt quickly and contribute effectively in a property management or community schemes setting.

Can you provide an example of a time when you identified and resolved an issue with supplier invoices?

In a previous role, I identified an issue during a supplier reconciliation where the supplier statement did not match our system records. While reviewing the invoices and supporting documents, I found that a duplicate invoice had been processed and a credit note had not been correctly allocated. I investigated the discrepancy, confirmed the correct balance with the supplier, and worked with the finance team to reverse the duplicate entry and apply the credit note correctly. This ensured the account was accurate and prevented an overpayment before the payment run.

On a scale of 1-5, how would you rate your proficiency in Microsoft Excel?

Rating: ★★★★★ (5/5)

Rate your ability to perform detailed reconciliations (1 being no experience, 5 being expert level).

Rating: ★★★★★ (5/5)

How would you rate your attention to detail on a scale from 1 to 5?

Rating: ★★★★★ (5/5)

What steps would you take if you found discrepancies in supplier invoices during a reconciliation?

If I found discrepancies during a supplier reconciliation, I would first carefully review the supplier statement against our accounting records, including invoices, purchase orders, delivery notes, and payment history, to identify the cause of the difference. I would then investigate whether the issue is due to missing invoices, duplicates, pricing differences, or unallocated credit notes. Once identified, I would communicate with the supplier and internal departments to confirm the correct information and resolve the discrepancy. I would not process or approve any invoice or payment until everything is fully verified and aligned. After resolving the issue, I would update the records accurately and complete the reconciliation to ensure the account is correct.

How would you ensure that you adhere to internal financial controls while processing supplier invoices?

I would ensure adherence to internal financial controls by strictly following company policies and approval procedures at every stage of invoice processing. I would match each invoice to a valid purchase order and supporting documents, verify supplier details and invoice accuracy, and ensure all required authorisations are in place according to the delegated approval matrix. I would also check for duplicates and ensure any credit notes are correctly applied. Importantly, I would not process any invoice unless it is fully compliant, correctly matched, and properly approved. This helps maintain accuracy, prevent errors or fraud, and ensures compliance with internal controls.

Describe a systematic method you would use to manage high volumes of transactions and maintain accuracy.

To manage high volumes of transactions while maintaining accuracy, I would follow a structured and consistent process. I would start by organising transactions into batches, such as grouping similar invoices or prioritising urgent payments, to improve efficiency and focus. I would then follow a clear step-by-step workflow for each transaction, including verifying invoices against purchase orders and supporting documents, checking for duplicates, and ensuring all details are correct before processing. I would make use of system controls, checklists, and regular reconciliations to ensure nothing is missed and to quickly identify any errors. Finally, I would stay organised with proper tracking and filing, and maintain regular self-checks to ensure accuracy and compliance even when working under pressure.

What interests you about the Creditors & Supplier Reconciliation Administrator position, and how does it fit into your career goals?

I’m interested in the Creditors & Supplier Reconciliation Administrator position because it aligns closely with my experience in creditors administration and my strengths in accuracy, reconciliations, and financial processes. I enjoy working with supplier accounts, resolving discrepancies, and ensuring records are correct and up to date. The role also fits well with my career goals as I want to continue building my experience in finance and develop stronger expertise in reconciliation and accounting processes within a structured environment. Over time, I aim to grow into a more senior finance role.

Why do you believe you would be a good cultural fit for a company focused on service excellence and innovation in property management?

I believe I would be a good cultural fit because I am committed to delivering accurate, reliable work that supports smooth financial operations, which contributes to service excellence. I am detail-oriented, consistent, and take responsibility for ensuring that supplier accounts and reconciliations are handled correctly and efficiently. I also communicate professionally and work well with others, which helps maintain strong relationships with suppliers and internal teams. In addition, I am open to learning and adapting to new systems and improved ways of working, which aligns with innovation. I am proactive in solving problems and always aim to improve efficiency while maintaining accuracy and compliance.