Senior Debtors Administrator at KPR (Pty) LTD

Job description

Technical Expertise and Operational Function

• Debtors
• Timeous capturing of approved invoices and credit notes in various companies
• Ensure invoice numbers are issued in sequence
• Ensure that all invoices received are signed off by the correct individual, has the correct sequence number, correct VAT number, correct VAT amount, has been issued from the correct entity and that all goods/services/reimbursable’s are separately itemised
• Check that sale orders and variations to orders are captured for each project
• Send sales orders received to Project Managers to verify
• Request Project Managers to invoice
• On a daily basis o Check bank statements for payments from clients
• Capture payments on accounting system and allocate to correct projects
• Send statements to clients
• Assist with client with invoicing queries
• Investigate discrepancies in debtor statement/ledger such as:
• Debtors with credit balances
• Long outstanding invoices
• Unallocated or partially allocated payments
• Follow up with missing or unsigned invoices
• Email Cost Controller the costing reports for relevant projects when requested
• Email Project Manager profit and loss reports for relevant projects when requested
• Convert to local currency, if foreign debtors, for processing if applicable
• Ensure that the correct project numbers are used when processing ï‚·
• Maintain appropriate filing records and processes
• Accruals
• Prepare list of accruals
• Correct capturing and reversing of accruals
• Assisting in internal and external audits
• Reconcile debtors ledger to general ledger
• If foreign debtors are outstanding at year end, revalue debtor based on year end spot rate
• Preparation and posting of intercompany invoicing
• Preparation and posting of rental income invoices
• Daily / Weekly / Monthly Reporting to management on outstanding debtors
• Ensure debtor collection are in line with the agreed invoicing terms and follow up on long outstanding invoice
• Prepare monthly outstanding debtors schedule with reasons for long outstanding debts and discuss with Financial Director
• Engage with Debtors in a professional manner
• Withholding tax
• Capture withholding tax to withholding tax account
• Ensure certificates are received timeously and are in the correct entities name
• Ensure certificates are captured in the correct period to which the invoice relates
• Keep schedule of withholding tax certificates to be issued
• General
• Reconcile debtors sub ledger to general ledger
• Ensure all Intercompany loan accounts balance to the related entity and interest is captured where applicable
• Guides accounting clerical staff by coordinating activities and answering questions.
• Prepares special financial reports by collecting, analysing, and summarising account information.
• Maintains customer confidence and protects operations by keeping financial information confidential.
• Stakeholder Relations
• Ensures that interactions with all Stakeholders are conducted in professional and respectful manner
• Ensures that all relevant stakeholders are kept informed and up to date on status of project technical aspects
• Ensures that company remains the Clients engineering service provider of choice
• Liaise with all stakeholders in a professional manner

Personal Capabilities

• Takes ownership and accountability for deliverables
• Proactive, results driven and committed
• Values innovation and diversity of ideas
• Positive – “can do” attitude
• Initiative
• Always looking for opportunities to grow and improve capability
• Drives personal development (within industry through registration and within company)
• Ability to work on own initiative whilst taking in to account the wider needs of the team
• Awareness of own skills and knowledge (knowing when you “don’t know”)
• Ability to work well under pressure, work on multiple tasks at one time, prioritising workloads and meeting deadlines
• Must be able to work with a high degree of accuracy and significant attention to detail and possess excellent organisational skills
• Have a positive attitude to work and possess team player qualities
• A professional and friendly disposition with excellent written and oral communication skills
• Present and conduct oneself in a respectable and professional manner
• Tertiary education in Finance advantagous
• Proven debtors experience 2+ years Essential
• Experience with general ledger functions and the month-end/year end close process 2+ years

Advantageous

• Full MS Office Package at minimum intermediate level 2+ years Advantageous
• Experience in Accounting packages 2+ years Advantageous
• Salary scale: 18-22K per month.

Position initially will be a contract for 6 months (possibility of it becoming permanent)