Prepaid Account and Reconciliation Officer

About the role

Empire Fuel is seeking a detail-focused account officer to manage the controls behind a prepaid fleet fueling service. Clients will top up their account before fueling; each approved purchase will reduce the available balance. The officer will record and verify top-ups, reconcile platform activity and raise exceptions for review.

Key responsibilities

• Maintain accurate client wallet/account records, including opening balances, confirmed top-ups, approved adjustments and system deductions.
• Check incoming payments against bank or other approved payment records before requesting or processing a client balance top-up.
• Apply top-ups only after funds are independently confirmed and in line with the approved procedure; retain the supporting reference.
• Reconcile daily platform fueling transactions and balance movements against payment records, approved account activity and station reports where available.
• Investigate unmatched payments, duplicate entries, declined transactions, negative or unexpected balances and client transaction queries.
• Prepare a daily reconciliation and exception report for review by the designated supervisor; maintain supporting evidence and a clear audit trail.
• Provide verified transaction data and reconciliation summaries to the existing employee who prepares client statements.
• Communicate confirmed account funding and unresolved issues to clients using approved channels and agreed response times.
• Maintain confidentiality, follow access controls and never share client financial information with unauthorized persons.

Candidate requirements

• Grade 12 or equivalent; a certificate or diploma in bookkeeping, accounting, finance or business administration is an advantage.
• At least two years of experience in accounts administration, cash allocation, bookkeeping, payments or reconciliation is preferred.
• Confident with spreadsheets and accurate data entry; experience with accounting, payment or fleet platforms is an advantage.
• High integrity, strong numerical accuracy, discretion and the ability to follow approval procedures.
• Clear written and verbal communication, organized filing and the ability to explain account issues professionally.

What success looks like

Client top-ups are supported by verified payment evidence; daily account movements reconcile or are promptly listed as exceptions; no unauthorized balance changes are made; and the statements employee receives timely, reliable transaction data.