Senior Debtors Manager
Description
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.
· 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
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