About the position
Responsible for achieving collection targets, allocation of debtor’s collections, sending customer invoices and resolve Customer queries on time.
Key Performance Areas:
- Achieve Collections within Debtors Days 40%
- Allocate Debtors Deposits 15%
- Sending invoices and statements to customers 20%
- Maintain Customer Relationships 15%
- Teamwork 10%
Competency Requirements for Position
Knowledge:
- Knowledge of debtors follow up function
- Sound knowledge of accounting principles (debits and credits)
Skills:
- Computer skills, including advanced Excel skills and basic proficiency in SAP
- Communication skills in English (verbal and written)
- Strong reconciliation skills
Behavioral:
- Customer Responsiveness
- Assertive
- Team Player
- Attention to detail
- Numerical reasoning
- Deadline driven
- Accurate
- Conflict handling Skills
- Problem Solving
Minimum Qualification:
- Matric and 3 year credit management qualification, or equivalent
Minimum Experience:
- 3-5 years’ experience in credit management environment
Job Grade:
Key Stakeholder Relationships
Internal
- Sales staff and management
External
.
Key Performance Areas & Indicators
Achieve Collections within Debtors Days
- Follow up, telephonically and via email, on all outstanding amounts on a daily basis - Achieve monthly collection targets
- Capture the details of all follow-up calls and commitments to pay from Customers in required format - Personal contact with Customers - All details captured e.g. date, PTP amounts, balances)
- Arrange monthly debtors meeting with sales and finance teams - Minutes kept of agreed action steps
- Send out monthly age analysis to Sales managers - Accurate, relevant
- Advise Financial Manager of all invoices not paid within 90 days, and work with sales and finance on collection - Accurate, relevant - To be escalated by 25th of every month
- Obtain authorisation to issue suspension notice on accounts in arrears and notify Customer, NOC and Sales managers - Arrear accounts suspended
- Work closely with Contract Managers on Customer accounts in arrears - Accurate feedback on a weekly basis
Allocate Debtors Deposits
- Review daily bank statement and allocate payments - Accurate capturing and allocate daily
- Request required documents from Customers e.g. remittance advice – All documents obtained
- Allocated payments based on remittance - Accurate capturing and allocation
- Check debtor’s discounts and rebates against Customer file - Verification of all information
- All adjustments or journals to be authorised by Financial Manager - Authorisation obtained
Send invoices and statements to customers
- Send out adhoc invoices and credit notes as soon as they are ready - Accurate information, within deadlines
- All monthly re occurring invoices to be send on the 15th of every month - Accurate information, within deadlines
- Obtain confirmation from Customers of receipt of invoices - Proof of Customer’s confirmation available
- Verify all required reports are sent along with the invoices - Accurate information, within deadlines
Maintain Customer Relationships
- Send new Customer confirmation to Sales department - Before first transaction is processed
- Complete updated, accurate fields in Contract file - Accurate information
- Send documents to Customers when requested i.e. credit notes, invoices and statements - Feedback from Customers
- Obtain written consent from Customer for any changes or updates - Customer feedback
- Resolve all Customer queries in a friendly manner and as timeously as possible - Feedback from Customers
- Maintain an accurate, up to date history of all queries - Available, whenever requested
- Send Suspension letter for overdue accounts, once all other follow up actions have been exhausted - Suspension letters to be approved by the Financial Manager
Teamwork
- Work with colleagues to achieve overall team goals - Demonstrate willingness to assist others
- Highlight problems and work with team to find solutions - Suggest solutions instead of problems
- Take personal ownership of problems - Go the extra mile for the Customer
Desired Skills:
- Accounts Receivable Controller
- debtors controller
- telecoms
- Debtors Deposits
