Senior Debtors Manager at RecruitMyMom

Salary

• R40 000 - R45 000

Job 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.      
• Get remittances from clients for all amounts paid into bank accounts
• 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 

• Update of Vantage Portals: Broll / Exxaro / Distell / Other
• Monthly reports
• General administration tasks
• Check Accrual accounts
• Check Billing recons
• Check Loan accounts
• Check Intercompany accounts
• Administer month end procedure
• Assist with all recurring monthly journals
• Process all re-allocation journals
• Monthly reports
• General administration tasks
• Any/other instruction from the Business Manager