DEBTORS OFFICER

Job Summary:

To ensure the timeous and effective collection of debtors on behalf of Smollan.

Key Responsibilities and Deliverables:

Accurate and Timeous Preparation of Invoices to Clients

• Obtain invoicing data from all regions for Smollan
• Ensure accurate vat calculations
• Capture data for invoicing purposes
• Ensure all customers are invoiced timeously
• Deliver / mail / courier invoices and confirm receipt thereof
• Contact customers nationally to obtain turnover and commission figures timeously
• Complete income vs. budget schedules, for monthly management reports
• Ensure that Accrued Income is accurate and managed correctly
• Process accurate and high quality invoices

Timeous Collection of Debtors

• Post receipts for all monies received to date
• Print age analysis when necessary, which accurately reflects monies due by clients
• Phone customers and confirm payment date
• Ensure that payment is made by each customer, by due date
• Complete weekly debtors report, highlighting problems and provide appropriate solutions
• Discuss problems with Debtors Manager, Financial Manager and Client Executive when necessary, providing reason for problems and possible solutions
• Handle all queries from customers, staff and management, obtain the necessary information and take corrective action when necessary

Administration

• Capture data for, and where possible upload the relevant information from, systems for all ledgers for all companies
• Check accuracy of data captured
• Ensure data input is balanced and when necessary, obtain corrections from original sources
• Scan data for integrity, consistency, accuracy and completeness and obtain correct data when necessary
• File invoices
• Distribute debtors reports and commission statements

Provision of Information (BU and auditors)

• Prepare accurate income schedules for BU
• Prepare and submit copies of documents to internal and external clients e.g. invoices as requested
• Assist auditors with debtors’ receipts and queries

Stakeholder Engagement

• Monitor complaints received

• Follow up on complaints

• Solve queries and provide feedback

• Escalate queries when unable to resolve

• Minimum Qualifications: Relevant Diploma at NQF level 5

• Minimum Experience: 3 -5 years’ experience in Debtors administration and collections

• Knowledge, Skills & Abilities: MS Excel skills

• Debt collection skills

• Time management skills

• Administration skills

• Communication skills (verbal & written)

• Attention to detail

• Key Competencies:

• Critical Thinking

• Curiosity

• Digital fluency

• Communication

• Relationship Building

• Emotional maturity

• Resilience

• Delivering

• Goal Focus