Accounts Receivable/Debtors/Billing Administrator

We looking for a strong Debtors/Billing Administrator between 25-35 years of age to start immediately.

Requirements:

Must have 3 years Billing experience

Must have 3 years Debtors experience

Must have Financial Accounting diploma

Must have pastel experience

Recurring and 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.

Send out contract list on a monthly basis

Send out client list on a monthly basis

Update recurring and non-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

All documentation must be authorized by the Business Manager

Minimize credit notes at all times.

Assisting debtors with billing queries when needed.

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

Petty Cash

Issue petty cash on approval of Business Manager with valid reasons, only important emergencies will be attended to.

Ensure petty cash is available at all times and all records and documentation are done correctly

Capturing of petty cash journals etc. onto the systems and making sure all balances out

Petty Cash report to be send on the last day of the month.

Debtors

Filing of all documentation correctly and every Friday.

Get remittances from clients for large 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 payroll and supplier pay outs.

Provide a proper report on cashflow available. Process cash flow journals daily.

Make sure clients are aware of contract / payment arrangements. Send letters out.

Negotiate payoff deadlines or payment plans

Handle questions or complaints

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