Driving financial stability and operational accuracy, this role leads the end-to-end management of accounts receivable and billing operations within a professional services environment. The position focuses on overseeing accurate billing, managing customer accounts, and maintaining optimal cash flow through structured collection strategies.
Your duties will be to ensure the overall effective running of Financial Administrator Debtors and Billing.
Responsibilities:
Debtors:
Filing of all documentation correctly and every Friday.
Get remittances from clients for all amounts paid into bank accounts
Update reports on Intranet / Pastel
Get bank statements daily and process in Pastel daily
Keeping track of assigned accounts to identify outstanding debts
Take aggressive action to recover outstanding payments by means of visiting clients, phoning continuously, follow up by numerous emails daily/hourly
Updated debtors lists on Intranet / Pastel
Locating and contacting debtors to inquire of their payment status 2 weeks before month-end.
Provide a proper report on cashflow available.
Make sure clients are aware of contract / payment arrangements. Send letters out.
Negotiate payoff deadlines or payment plans
Handle questions or complaints
Inform Glen of the amount of money available for payroll and creditors 2 weeks before month end.
Investigate and resolve discrepancies
Create trust relationships with debtors when possible to avoid future issues
Update account status and database daily - establish a system to update the debtor status - keep monthly reports and updates of monthly debtors - age analysis - to keep track of progress on debtors issues
Alert superiors of debtors unwilling or unable to pay when followed all the necessary steps in trying to recover the debt
Keep management posted on what payments to expect and when. - forecasting of income
Comply with requirements when legal action is unavoidable
Recurring Billing:
All billing to be done daily and captured onto the required reports as per checklist
Ensure all invoicing are correct and all invoices have the correct details
Ensure all invoices are authorized by Business Manager before its send to the clients
Ensure proper communication per email is send with invoices to the client
Assign client code to new clients and update contract list and profit analysis report.
Send out contract list on a monthly basis
Send out client list on a monthly basis
Update recurring list daily on Intranet/Pastel
Check all documentation and ensure it's correct
Invoices to be send to customers daily
Recurring invoices to be send out strictly the last day of the month for the following months billing
All documentation must be authorized by the Business Manager
Minimize credit notes at all times.
Recon of statements and invoices with BM
Processing Credit Notes and Journals with BM
Resolving queries with clients
Maintain accurate data capturing and input figures correctly
Processing of general ledger with BM
Processing data for Trial Balance and Income Projection Report with BM
Ensure all increases are communicated to MD three months prior to increase
Non Recurring Billing:
All billing to be done daily and captured onto the required reports as per checklist
Ensure all invoicing are correct and all invoices have the correct details
Ensure all invoices are authorized by Business Manager before its send to the clients
Ensure proper communication per email is send with invoices to the client
Assign client code to new clients and update contract list and profit analysis report.
Update non recurring list daily on Intranet/Pastel
Check all documentation and ensure it's correct
Invoices to be send to customers daily
Non Recurring invoices to be send out daily
All documentation must be authorized by the Business Manager
Minimize credit notes at all times.
Recon of statements and invoices with BM
Processing Credit Notes with BM
Resolving queries with clients
Maintain accurate data capturing
Other
Update of Vantage Portals: Broll / Exxaro / Distell / Other