Vacancies at MIBCO

Duties and Responsibilities

• Effectively manage the credit control department within the region
• Effectively manage and oversee the allocated debtor’s book
• Ensure that work is evenly distributed to the Credit Control and Client Services departments
• Supervise, guide and provide direction to the Credit Control and Client Services Teams
• Conduct Performance management, coaching and training of the Credit Control and Client Service departments
• To effectively implement the credit control policy at regional level and ensure full compliance
• Ensure that collections targets are achieved through telephone debt collection
• Liaise with the Regional Secretary, Manager Credit Control and Regional Chief Agent , Returns department and the Legal department as required
• Effectively execute instructions from the Regional Secretary 
• Provide Feedback to Regional Secretary on the status of the outstanding of collections
• Ensure that the region always offer excellent customer service
• Ensure all provident fund claims captured and submitted to MIFA are complete and are submitted timeously
• Follow up and resolve outstanding documentation and other issues preventing claims from being ready to process are followed up and resolved timeously
• Ensure that escalated queries are resolved timeously
• Effect employer registration and change of status on the MIBCO system
• Compile and submit monthly reporting to the Regional Secretary

Knowledge / Experience / Skills / Abilities

• Minimum 3 - 5 years of credit control knowledge and experience with at least 2 years’ experience at a supervisory level
• Above average verbal and written communication and listening skills
• Ability to withstand pressure and provide the clients/customers with above average services
• Must at all times be diplomatic and assertive with customers/clients
• Ability to overcome obstacles and meet targets and deadlines, thereby producing the specified results
• Ability to work independently and use initiative along with problem solving abilities
• Ability to build strong effective relationships with all stakeholders, i.e. existing clients and potential clients as well as internal stakeholders, i.e. colleagues and management
• Must be a good team player and achieve objectives as set out by the Manager
• Must be meticulous in carrying out tasks/instructions etc
• Must have good interpersonal and decision making skills
• Must have good analytical skills with attention to detail
• Strong negotiation and report writing skills
• Experience and knowledge of the MIBCO Main Agreement and Monthly Returns is an advantage
• Strong administration experience
• People management experience in all aspects
• Customer orientated behavior
• Debt collecting experience is essential

Requirements

Qualifications

• An appropriate Grade 12 certificate and/or equivalent academic qualification 
• Recognized Finance / Debt Collection / Credit Control related qualification
• Computer literacy – Microsoft Excel, Word & E-mail is essential
• Knowledge of Financial/credit control systems required
• Valid driver’s license will be an advantage

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Duties and Responsibilities

In addition to the short description of duties above, the incumbent will also be responsible for the following:

• Calendar Management: Organizing and managing the executive's schedule, including scheduling meetings, appointments, and events. This often involves coordinating with other team members or external parties.
• Travel Arrangements: Making travel arrangements such as booking flights, accommodations, transportation, and handling any necessary visa or passport arrangements.
• Communication Management: Screening and managing incoming calls, emails, and other correspondence. They may draft responses, prioritize messages, and ensure that important communications are brought to the executive's attention in a timely manner.
• Administrative Support: Providing general administrative support such as maintaining files and records, preparing documents and reports, and handling expenses and reimbursements.
• Meeting Coordination: Assisting with the preparation for meetings, including compiling agendas, preparing materials, and taking minutes. Follow up on action items and ensure that deadlines are met.
• Relationship Management: Building and maintaining relationships with key stakeholders, both internal and external to the organization. This may involve acting as a liaison between the executive and clients, parties, and employees.
• Research and Information Gathering: Conducting research on various topics as needed, compiling information, and preparing summaries or briefs for the executive's review.
• Project Management: Assisting with project coordination and tracking progress on various initiatives. This may involve coordinating with other team members, tracking deadlines, and ensuring that tasks are completed on time.
• Confidentiality and Discretion: Handling sensitive information with discretion and maintaining confidentiality on matters pertaining to the executive and the organization.
• Problem Solving: Being able to anticipate problems and proactively address them, as well as being resourceful in finding solutions to challenges that arise.
• Tech Savvy: Proficiency with various software and tools, such as Microsoft Office suite, calendar applications, project management software, and communication platforms.
• Adaptability: Being flexible and adaptable to changing priorities and situations and being able to multitask effectively.
• Gatekeeping: Screening visitors and calls to determine their priority and relevance to the executive's schedule and responsibilities

Required Skill/Experience/Competencies  

• The ability to effectively manage multiple tasks, prioritize responsibilities, and meet deadlines is essential.
• Excellent written and verbal communication skills are for effective communication with the executive, colleagues, clients, and other stakeholders. This includes the ability to draft professional emails, memos, and other correspondence.
• A personable and professional demeanor for building and maintaining positive relationships with others.
• The ability to identify problems, analyze situations, and develop solutions for handling the challenges that arise in a fast-paced work environment.
• Being detail-oriented to ensure accuracy in tasks such as managing calendars, preparing documents, and coordinating travel arrangement, so attention to detail is crucial.
• Proficiency with various computer software and office equipment for carrying out administrative tasks efficiently. This includes familiarity with word processing, spreadsheet, and presentation software, as well as calendar and email applications. NB. Successful candidates will be tested before appointment
• Handle sensitive information and must always maintain confidentiality. Trustworthiness and discretion are essential qualities for this role.
• The ability to adapt to changing priorities, deadlines, and situations in a dynamic work environment and must be flexible and able to adjust their plans and priorities as needed.
• Effective time management to juggle multiple responsibilities and ensure that tasks are completed in a timely manner. This includes the ability to prioritize tasks and allocate time efficiently.

Requirements

Qualifications Required

• Must have Matric or NQF Level 4
• Must have a qualification in Business Administration, Executive Secretary, Legal or related field.
• Preferably 4-7 years of experience in Executive Assistance role
• Proficiency in Microsoft Office Suite (a pre-requisite) and Project Management practical experience (an advantage)