Ramsay Media (Pty) Ltd is an independent magazine and digital publishing company responsible for some of the best performing titles. We are currently looking for an Invoice Clerk for our finance department.
The successful candidate will be responsible for:
-Loading new clients to Sage Evolution with incoming sales contracts
-Vetting of client takes place: Requesting any required documents from client at the time
-Validating and capturing and loading all Ramsay sales contracts onto Sage Evolution according to bookings and magazine publications
-Chasing of Copy Instructions, Purchase Orders, Instruction orders and insuring that amounts corresponds with contracts on advertising bookings
-Assuring that advertising bookings and bookings on system corresponds
-Monthly recons and comparisons of sales contracts vs actual advertisements in magazines over all four publications
-Comparing of above with sales directors books
-Check sales order, magazine and production recon before invoicing
-Monthly invoicing of all adverts across all four publications after reconciliations
-Print reports immediately after invoicing
-Doing journals across publications and intercompany accounts
-Downloading General ledgers after invoicing and journals completed
-Comparing General ledgers to recons, insuring that the figures corresponds
-Keeping track of package deals across both Ramsay & Highbury Media (in case of cross bookings)
-Reconcile Ramsay monthly revenue
-Working directly with Sales Director of Ramsay Media, Financial manager of Ramsay media & sales director of Highbury / Ramsay Media
-Reporting funds outstanding on clients to sales director in order for sales to not re-book clients until such time that funds has been settled
-Working hand in hand with debtors department with regards to approving of sales contracts, outstanding funds, invoicing etc.
-Working directly with HR in terms of sale representative’s commissions.
-Informing HR in case of cancellation of sales orders or credits that has been passed on already claimed sales orders
-Working with various sales representatives in and out of office, across South Africa
-Following up with sales representatives in cases of outstanding paperwork, incorrect paperwork, and cancellation of deals, discrepancies’ as well as their claims on deals.
-Dealing with client queries and sales representatives queries
-Working hand in hand with digital and print production teams
-E-mailing approved/declined sales orders to print & digital production departments for them to chase art work and place adverts in magazines or online websites & social media
-Informing production in case of cancellations of sales orders, to stop advertising in time and not to publish.
-Handling all admin, capturing contracts, issuing invoices, credit notes and journals on both Getaway Show’s Johannesburg & Cape Town
-Dealing with both telephonic and electronic queries from clients regarding outstanding funds, advertisement bookings, invoices, credit notes and other general
-Configuring of spreadsheets on all incoming contracts over all four publications and Getaway show’s
-Validating, approving and signing of on all Ramsay Media sales representative’s commissions on a weekly basis
-Monitoring in case of cancellations in order for HR to do clawbacks on claims already paid
-Other invoicing such as production costs for extra magazines ordered, editors, photographers, etc.
-Dealing with High-end clients, such as Outsurance, Mindshare, Wunderman, Ford, etc.
-General administration, filing of all sales contracts, credit notes, journals, monthly magazine recons, etc.
-Monitoring mail boxes on a daily basis
-Reporting to auditors at financial year end
-Provide managers with sales figures
-Credit and re-invoices
-Day to day Ad-Hoc duties
-Building and maintaining good relationships with HR Department, Production, Sales representatives (on and off-site), Sales directors and finance department.
-One to two years’ work experience preferably in an office environment
-Ability to work under pressure and with very high volumes
-Excellent customer service skills
-Ability to work in a team
-Good attention to detail