Debtors Administrator at hearX Group

Job purpose: Real-time financial support for the Hearing Hub, in addition to collecting outstanding amounts for Lexie Hearing clients

REQUIREMENTS 

• Minimum education (essential): National Senior Certificate
• Minimum education (desirable): Bookkeeping Diploma
• Minimum applicable experience (years): 6 years

Required nature of experience: 

• Debtors collection 
• Customer service
• Creditors
• General bookkeeping

Skills and Knowledge (essential): 

• Accounting Software  (ie Pastel / Xero)
• Microsoft Excel
• Google Suite
• Debtors processes

Other: 

• 5 days a week; 9 hours a day with an hour lunch. 
• Hours: 9am - 6pm EST. 

COMPETENCIES
Essential Competencies:

• Examining Information
• Establishing Rapport
• Showing Composure
• Resolving Conflict
• Meeting Timescales
• Checking Things
• Following Procedures
• Upholding Standards

Important Competencies:

• Interpreting Data
• Developing Expertise
• Adopting Practical Approaches
• Thinking Positively
• Embracing Change
• Inviting Feedback
• Understanding People
• Valuing Individuals
• Managing Tasks
• Producing Output
• Taking Action

KEY PERFORMANCE AREAS, WEIGHTS AND OBJECTIVES
Debtors liaison (50%): 

• Follow debtors collection process.
• Optimise debtors collection process.
• Ensure proper and clear correspondence with customers including via phone, email and text.
• Ensure proper record is kept of all communication with debtors on relevant platforms.
• Ensure Salesforce / XERO is updated with debtors process.
• Ensure customer contact details in Salesforce / XERO are correct after confirming details with the customer.
• Update and maintain customer contact details in Salesforce / XERO.
• Manage handover of Debtors to lawyers / debt collection agency.
• Collect all the necessary documentation for handover to lawyers / debt collection agency.
• Compile weekly feedback of debtors outstanding and communicate with internal stakeholders on a regular basis.
• Meet all relevant debtors deadlines. 
• Plan and structure daily work to meet deadlines efficiently.

Debtors administration (30%): 

• Process new invoices.
• Issue invoices accurately and timeously.
• All credit notes issued accurately and timeously.
• Send invoices and statements.
• Do corrections on account allocation.
• Conduct reconciliations of all debtors.
• Ensure customer payment allocations are correct.
• Negotiate payment arrangements with customers to increase debt collection.

Stripe administration (10%):

• Process new manual payments on Stripe.
• Manage disputes process with Stripe.
• Manage trial periods or customer profiles on Stripe as required.
• Maintaining records of the above on relevant platforms

Payments administration (10%): 

• Create invoices on Xero for manual payments, replacements or switchovers from subscription to once off. 
• Manage the recordkeeping process for such payments.