Job Description

Job Summary:

Accounts receivable duties include ensuring accuracy and efficiency of operations, processing and monitoring incoming payments, and securing revenue by verifying and posting receipts.

Managing client account details
Confirmation of correct PO numbers for facilities

• Liaising with client to update and manage PO database
• Recording and managing accurate contact information for clients
• Classifying and managing client categories

Sales Support

• Liaising with sales department to proactively respond to repeat sales

Invoicing and statements

• Capturing daily and monthly invoices
• Preparing and distributing invoices, statements and debtors aging report to clients, both monthly and upon request
• Maintaining a record of dissemination of paper invoices and statements

Debt Collection

• Sending payment reminders to clients
• Calling customers to chase outstanding debt
• Establishing, following-up and generating a summary report on promises to pay
• Liaising with clients i.e. attending to customer queries on payments,

Payment Reconciliation

• Receiving disbursement reports, payment remittances and proofs of payments
• Capturing payments from debtors to all bank accounts This is more of a cashbook function

Debtors Control

• Follow up on company debts by telephone, email and any other means available
• Send invoices, statements and reminder letters to debtors
• Liaise closely with the financial controller to ensure debtors prerequisites for payment are in place
• Investigate and resolve queries relating to non-payment of invoices
• Negotiate and implement repayment schedules and terms.
• Review collection queue to perform collection activities accordingly.

Debtors Book Management

• Monitor slow moving accounts to identify delinquent debts and take necessary action to recover the debts.
• Close a specific number of collection accounts each month to meet assigned targets
• Maintain debtors book to ensure that the debt status is accurate
• Reduce the outstanding debt owed to the company and reduce debtors days

Policies & Administration

• Maintain accurate, up-to-date customer account information.
• Maintain security and confidentiality of company and customer information.
• Maintain appropriate and comprehensive records of all customer discussions.
• Adhere to customer policies and procedures.

Debt Escalation

• Assist the company to take legal action against debtors by providing necessary information.
• Follow legal requirements during debt collections to avoid legal issues.
• When necessary liaise with solicitors and bailiffs.

Reporting

• Develop reports on aged debt accounts and days sales outstanding (DSO) reports.
• Ensure timely and accurate reporting on promises to pay
• Submit debtors aging to management weekly

Providing General Administrative Support:

• Attend to company correspondence, provide word processing assistance,
• Make copies, scan documents and provide general administrative support as and when directed by supervisors
• Work closely with the Operations Team, Sales Team and the Finance Team
• Provide information and data reports to internal departments
• Contribute to team effort by accomplishing related results as needed.

Minimum Qualifications and competencies.

• Matric/Grade 12 qualification
• A finance related qualification (diploma/NQF Level 6 certificate), would be an advantage
• A minimum of 3 years of debtors or bookkeeping experience
• Proficiency in Pastel Accounting Software
• Working knowledge of the Microsoft Office Suite, especially Excel
• Clear credit and criminal record
• Drivers license (advantageous) Are we providing vehicles?
• Excellent numeracy, literacy and organisational skills
• Capacity to administer paperwork efficiently and timeously

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