Claims Coordinator & Supervisor at Aspen Pharma Group

Applications are invited for the above-indicated vacancy that exists in the Credit Control Division within the Finance Department, Woodmead. The incumbent will report directly to the Credit Control Specialist-Debtors.

Duration: Four Months Contract

Main Purpose of the Role

Supervise and co-ordinate the claims and admin aspects of the Sanulac debtors book. Assist in collecting the state debtors book.

Key Responsibilities:

CLAIMS 

• Weekly check the status of claims and ensure claims are being managed timeously
• Monthly sign off the status reports to ensure a smooth financial close
• Monthly Checking the report against the claims of all claims exceeding R50000 to ensure the correct SOP and authorization has been followed
• Assisting staff with queries
• Working with the warehouse to ensure that claims are managed correctly and timeously
• Assisting credit control to get the correct signature especially for claims over R100,000
• Assisting credit control with correct invoice numbers to ensure that the correct batch is returned
• Ensuring SOP is updated
• Ensuring monthly reports are done and sent to management timeously
• Ensuring that by month end the CRR and CHO warehouse is cleared
• Ensure that status 0-3 is cleared at month end
• Authorisation of credit notes for State debtors accounts ensure all credit notes approved is within the company authorisation levels

REBATES for SANULAC and Nutritional

• Ensure a copy of all new agreements are checked and filled annually.
• Share list of outstanding agreements with sales team and finance and ensure the outstanding agreements are received.
• Escalate when copies are not received to Finance and Sales management.
• Monthly check age (request from Credit supervisor or run age) to the contract file to ensure no new customers are opened without rebate contract
• Follow up with Sales team on any new accounts if they should have a rebate
• Inform all stake holders of any incorrect signed contracts
• Annually ensure the agreements are in line with what has been loaded onto TM1
• Maintain the ‘masterfile’ which takes into account the original contract and agrees it to the TM1 inclusions
• Monthly update the Working document, there must be the underlying sheets populated exactly with the amounts (per category) that have been deducted on the respective client payments
• Any Rebate Differences are to be noted and sake holders informed
• Update working document of any sales related and adhoc related rebates
• Approve rebates as per limits of authority
• Ensure rebates are processed within the month of approval

STATE DEBTORS BOOK

• Send customer statement monthly
• All customers are to be contacted monthly to ensure statements, invoices and POD’s are received and to request payment
• Monthly targets will be given by supervisor, any challenges expected in reaching this target must be discussed with supervisor within 3 working days.
• If 100% of target is not met, a valid reasons is to be given to supervisor monthly.
• DSo’s (debtors days outstanding) to be agreed on KPA
• Notify supervisor of all expected payments
• Visit customer as and when required sorting out any problems, queries and ensuring a professional presentation is held at all times
• Within 3 days of visiting the customer minutes must be sent to the customer, as well as the supervisor and manager of what was discussed and agreed at meeting
• Follow up outstanding claims daily, all correspondence to be kept on file
• Problem codes on Baan – to be updated by month end and any changes in problem must be updated when book is reviewed
• Fax / email documentation (inv / pod / statement) to client as and when required
• % of 90+ and 60+ days to be agreed at KPA
• Monthly meetings will be held as and when required by manager to facilitate you with your book
• Monthly end report showing reasons for outstanding and comments to be emailed to supervisor by the 9th, monthly.
• Prepare consolidated invoices as requested by Sales department

SALES INTERFACES DAILY BALANCE

• Daily Print and Balance company 800 interface sales reports
• Daily email report to IT by 10 o clock and copy supervisor and manager
• Weekly have reports signed by supervisor
• Month end daily sales will always be balanced on the 1st of the month even when this is a weekend.
• Highlight any differences via email to management and IT
• Isolate all variances and update information with IT
• Email detail report to IT when required
• Ensuring all Interfaces are balanced before month end is run and approved by Manager
• Prepare monthly report for IRL to enable IRL to Invoice Aspen correctly for distribution.
• Assist Creditors to balance IRL Distribution payment

CUSTOMER SERVICE

• All queries are followed up and resolved in the shortest possible timeframe within policy framework
• A professional attitude is displayed when responding to a customer’s needs.
• Methods for improving customer services are proposed, developed and continuously updated.
• Internal and external customers are constantly updated as to the progress of their Query
• Interact with Sales and Marketing Division, IT Department, Credit controllers, Credit Managers and Finance
• Supply customers with all documentation before requested where possible

MANAGING Staff

• Authorizing leave forms
• Daily customer master audit trail to be approved by Boitumelo or Ina and Deby
• Assisting with queries
• Authorizing reports done by Claims clerks
• Monthly staff meeting held with minutes
• Handle all aspects of HR
• Manage KPA process with staff
• Supervise staff as and when required

GENERAL

• Meets all deadlines
• Filing to be up to date monthly
• Archiving to be done yearly
• Office to be kept clean and tidy at all times no paperwork on the floor on top of cupboards or under desks
• Printer room – when printing ensure prints are taken, if these are left for a period managements will handle as per agreement.
• Keep printer room tidy as you would like to find it and when printers are broken please report to relevant persons

LEARNING AND GROWTH

• Information is gathered about development needs
• Training and development is negotiated with manager.
• Learning solutions are identified, proposed and implemented according to on-going personal and team development plans.
• Best practice is encouraged to ensure expertise. Up skilling and multiskilling are co-ordinated in line with staff development.

Requirements

Skills and Competencies

SKILLS

• Time management
• Problem solving
• Analytical skills
• Service orientation
• Decision making skills
• Interpersonal skills
• Communication skills

ATTRIBUTES

• Initiative
• Confidentiality
• Customer focussed
• Interpersonal sensitivity
• Attention to detail
• Logical thinking
• Information seeking

Qualification and Experience

• Grade 12 / Matric
• Business Management diploma
• Advanced Excel
• Computer literate
• 3 years basic Financial experience
• 2 years supervisor experience