Regional Credit Supervisor at Metrofile

Policies and Procedures

• Ensure adherence to collection policies and procedures.

Collections and Targets

• Implement strategies to ensure staff achieve collection targets within collection terms and the business requirements.
• Monitor and manage a smaller debtor’s portfolio of no more than 250 accounts.
• Provide staff with monthly collection targets vs previous month performance.
• Set quarterly IKO’s for staff in line with performance.
• Monitor and manage the number of accounts per credit controller.

Manage and address performance on non-achievers.

Overdue Accounts

• Conduct weekly meetings with staff to review all defaulting accounts.
• Assist staff with collection activity where needed.
• Ensure the correct escalation process is followed before signing off Reminder Letters.
• A report of the top 20 overdue accounts must be prepared and discussed weekly.

Hand Overs and Bad Debts

• Monitor and control all legal hand over’s, liquidations and bad debt write offs.
• Meet and Liaise with Attorneys and/or collection agencies.
• Follow the correct protocol before blacklisting a client, and then proceed to blacklist clients.
• Report monthly the status of all handed over accounts.
• As directed by the MRM Group National Credit Manager, review and discuss all potential bad debt write offs monthly.
• Ensure bad debt write off journals are prepared and captured in the accounting system correctly at financial year end.
• Ensure stop billing on closures, liquidations or write offs are actioned by the billing department.

Credit Notes, Invoices and Adjustments

• Check that all credit notes and adjustments are raised correctly.
• Investigate all reasons for credit notes to ensure that they are valid.
• Meet with the GM weekly to have credit notes signed off.
• Ensure that the correct authorisation framework is followed before submitting credit note requisitions to Billing for processing.
• Clear Inter co Accounts receivable invoices for MRM region.
• Investigate and prepare refund requisitions and journals.
• Ensure that all rate queries, stop billing on closures are raised with the billing department.

 Month-end Activities

• Ensure all deposits have been captured and balance back to the cash book.
• Ensure that all re-allocations of unallocated deposits are completed.
• Ensure that credit controllers Off-set credit notes against invoices.
• Write off cent balances to Discount granted.
• Identify and write off small balances to discount.
• Identify any credit balances that are over 3 years are written off to Over Payments.
• Ensure that the JNB MRM credit manager receives confirmation that all receipting balances to the cash book by the 3rd working day of each new month.
• Ensure that the JNB MRM credit manager receives confirmation that all clearing accounts are zero and that there will be no further transactions by 12h00 on the 4th working day of the new month.
• Ensure that the JNB MRM credit manager receives confirmation that all journals and processing is completed by the close of business on the 4th working day of the new month.

Cash / Suspense Accounts

• Ensure the bank statements are downloaded and captured daily.
• Ensure that all suspense accounts are reconciled and cleared monthly.
• Ensure that the cash sales accounts are reconciled and cleared monthly.

Financial & Reporting

• Prepare a daily versus actual cash forecast for the region
• Prepare commentary on top twenty clients each month for the region.

Accounts Receivable Incentives

• Submit a monthly listing of approved queries to the JNB MRM credit manager by the 4th working day of the new month for incentive purposes.

Auditors

• Assist auditors as and when required.
• Prepare various reports and customer letters for auditors.

Meetings

• Regular one on one book reviews with each Credit Controller.
• Ensure Monthly result feedback meetings are held with the AR Team.
• Attend monthly and weekly meetings where required.
• Ensure debtor’s meetings are held weekly for the region
• Regularly attend customer meetings.

Customer Care & Queries

• Promote a high level of focus on customer care with relevance to all customer complaints and queries.
• Ensure that such queries and complaints are dealt with efficiently, accurately, and promptly.
• Ensure a 48-hour turn-around-time on all customer queries.

Staff

• Ensure that all credit controller accounts are split fairly and maintained per status.
• Ensure that all direct reports appraisals are done at least twice a year.
• All appointments within the department must meet the requirements of the position.
• Co-ordinate training of the Accounts Receivable staff.
• Manage the AR team’s leave.
• Advise staff of any new policies or procedures as directed by the HR department.

Inter-departmental Relations

• Ensure that inter-departmental relationships between Accounts Receivable and other areas are maintained at high levels.
• Ensure a balance is maintained between sales and credit objectives.

Projects

• To get involved in any additional projects as and when required.

SUPERVISORY RESPONSIBILITIES

• Has overall responsibility for 4 credit control staff (4 credit controllers).

QUALIFICATIONS and EXPERIENCE:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Accounting Diploma or equivalent.
• Minimum 3 years’ experience in a financial environment of which at least 1 year in a supervisory capacity.
• Capacity to deliver under pressure
• Good people skills
• Ability to prioritize and meet deadlines and targets
• Excellent communication skills, both verbal and written

ATTRIBUTES:

• Attention to detail and ability to work accurately and deliver quality outputs.
• Good problem-solving
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal, communication, influencing and relationship-building skills.
• Willingness to work overtime when needed.