Accounts Payable Administrator

Pronto Pilates is dedicated to building a smooth, reliable, and efficient financial foundation that supports every part of our business. From accurate supplier payments to organized records and compliance, our finance team ensures that every transaction is processed with care and precision.

We're looking for a detail‑driven and highly organized Accounts Payable Administrator to join our finance team. In this role, you'll be responsible for processing supplier invoices and payments accurately, maintaining up‑to‑date vendor records, and ensuring strong financial controls across the accounts payable function.

If you enjoy problem‑solving, staying organized under deadlines, and making sure everything balances to the cent, this role is right for you.

This position plays a key part in helping the finance team meet important operational goals, including:

• On‑time, error‑free invoice processing each payment cycle
• Accurate reconciliations and up‑to‑date supplier statements
• Timely month‑end close support
• Strong vendor relationships built through clear, professional communication

Accounts Payable Processing & Administration

• Process supplier invoices, credit notes, and payment runs with accuracy and efficiency.
• Verify invoice details, match to purchase orders, and resolve discrepancies with vendors or internal teams.
• Maintain current vendor records, including banking details and contact information.
• Prepare weekly or monthly payment batches in line with company policies and approvals.
• Reconcile supplier statements and follow up on outstanding items or variances.
• Support the month‑end process with accruals, reporting, and ledger reconciliations.
• Respond promptly to vendor and internal queries with clear, professional communication.
• Assist with audit requests by providing documentation and ensuring compliance with internal controls.

Quality Control & Continuous Improvement

• Review invoices for accuracy, proper coding, and approval before posting.
• Identify and escalate discrepancies, unusual charges, or missing documentation.
• Maintain organized digital records for audit readiness and traceability.
• Contribute to process improvements that increase accuracy and efficiency within the team.

• Previous experience in an Accounts Payable or finance support role.
• Previous experience in processing multi-currency invoices/payments.
• Working knowledge of end‑to‑end AP processes: invoice processing, PO matching, approvals, and payment cycles.
• Understanding of accounting principles such as accruals, expense recognition, and tax compliance (GST/VAT).
• Experience using accounting or ERP systems (e.g., Xero) and strong Excel skills (VLOOKUP, filters, pivot tables).
• High attention to detail, accuracy in data entry, and strong time‑management skills.
• Effective communication skills for liaising with vendors and internal departments.
• Ability to work independently while collaborating effectively with the wider finance team.
• Commitment to confidentiality, professionalism, and process integrity.

Bonus Points For

• Experience coordinating payment runs or managing supplier queries in a dynamic environment.
• Familiarity with internal control frameworks and audit processes.
• Exposure to procurement or operations teams.

• Invoices and payment runs are processed accurately and on schedule.
• Supplier statements and accounts are fully reconciled with minimal aged items.
• Finance records are audit‑ready, compliant, and well‑organized.
• The finance team runs smoothly thanks to your reliability, responsiveness, and attention to detail.

Sound like you?

Apply now and help us keep the numbers running smoothly - ensuring every payment, process, and reconciliation supports the Pronto Pilates' success.

This is a full‑time remote position, working Monday-Friday with flexibility during standard South African business hours.