Job Description

Duties and responsibilities

• Supervise the Credit Control and Ebilling team
• Stand in for counterparts when on leave
• To maximise the collection of any overdue accounts
• Ensure that all communication from the Credit Controllers is effective, accurate and in line with the communication guidelines of the Firm
• Ensure the distribution of accurate invoices and credit memos to all clients in a timely manner, any email returns are to be addressed within one week
• Ensure all write offs are approved and processed accurately and on time
• Assisting with Handover process and monitoring all handover accounts through consistent liaison with debt collection entity
• Approving and monitoring client's refunds, consolidated invoices, transferring of funds from business to trust accounts and vice versa
• Calculating and issuing of client rebates, as required
• Manage customer ledgers ensuring timely reconciliation on key accounts
• Minimise number of overdue accounts and monitoring Credit Control activity
• Distribute work and ensure that queries are resolved within the specified time frame
• Managing the Month-end statement process and procedure
• Monitor unallocated receipts and credit notes
• Ensure that old trust money and matter credits are addressed and resolved
• Update and maintain client master data i.e. addresses, contact details, responsible partners and allocation of new accounts to Credit Controllers
• Maintain accurate records for client master data, ensuring invoices reflect the true ageing pattern for debtor reporting
• Assist the Credit Manager with the KPI's of the Department
• Ensure staff are motivated and trained as required
• Provide training to the legal support staff as required
• Attend to ad-hoc duties and projects as they arise
• Produce weekly, Monthly and adhoc reporting to internal and external clients

• Monthly Reports for Partners' Meetings
• Debtors Management Report
• Collections Controller
• Trust Balances Report for crunching purposes
• Maintain the unapplied Cash Credit by Matter Report
• Monthly handover reports
• Monthly report of Debts due to prescribe

Understanding of Ebilling requirements and processes
Ensure e-billing portal access and associated compliance certificates are in place and working optimally
Ensure annual rate increases are attended to before the 1st January each year
Ensure client budgets and forecasts are uploaded as required
Ensure e-billing invoices are approved and paid within the agreed payment terms
Ensure standing instructions/billing guidelines are updated on CMS and communicated to the departments in order to update Patricia to ensure alignment across the firm
Skills and knowledge

• Computer literacy
• Communication skills (verbal and written)
• Time management skills to meet deadlines
• Ability to work on multiple tasks under pressure
• Accurate data capturing
• Basic accounting
• MS Office: Outlook, Word, Excel
• E-billing knowledge would be advantageous
• Legal firm accounting an advantage

Qualification/s

• Matric or equivalent qualification
• Bookkeeping/Accounting/Credit Management Part 2 & 3
• Minimum of 3-4 years' experience