• Achieve Collections within Debtors Days             40%
• Allocate Debtors Deposits                                     15%     
• Sending invoices and statements to customers 20%
• Maintain Customer Relationships                         15%
• Teamwork                                                             10%

 
Competency Requirements for Position
Knowledge:

• Knowledge of debtors follow up function
• Sound knowledge of accounting principles (debits and credits)

 
Skills:

• Computer skills, including advanced Excel skills and basic proficiency in SAP
• Communication skills in English (verbal and written)
• Strong reconciliation skills

 
Behavioral:

• Customer Responsiveness
• Assertive
• Team Player
• Attention to detail
• Numerical reasoning
• Deadline driven
• Accurate
• Conflict handling Skills
• Problem Solving

 
Minimum Qualification:

• Matric and 3 year credit management qualification, or equivalent

 
Minimum Experience: 

• 3-5 years’ experience in credit management environment

 
Job Grade:

• C3

 
Key Stakeholder Relationships
 
Internal

• Sales staff and management

 
External

• Customers, Auditors

.
 
Key Performance Areas & Indicators
Achieve Collections within Debtors Days

• Follow up, telephonically and via email, on all outstanding amounts on a daily basis – Achieve monthly collection targets
• Capture the details of all follow-up calls and commitments to pay from Customers in required format – Personal contact with Customers – All details captured e.g. date, PTP amounts, balances)
• Arrange monthly debtors meeting with sales and finance teams – Minutes kept of agreed action steps
• Send out monthly age analysis to Sales managers – Accurate, relevant
• Advise Financial Manager of all invoices not paid within 90 days, and work with sales and finance on collection – Accurate, relevant – To be escalated by 25th of every month
• Obtain authorisation to issue suspension notice on accounts in arrears and notify Customer, NOC and Sales managers – Arrear accounts suspended
• Work closely with Contract Managers on Customer accounts in arrears – Accurate feedback on a weekly basis

 
Allocate Debtors Deposits

• Review daily bank statement and allocate payments – Accurate capturing and allocate daily
• Request required documents from Customers e.g. remittance advice – All documents obtained
• Allocated payments based on remittance – Accurate capturing and allocation
• Check debtor’s discounts and rebates against Customer file – Verification of all information
• All adjustments or journals to be authorised by Financial Manager – Authorisation obtained

 
Send invoices and statements to customers

• Send out adhoc invoices and credit notes as soon as they are ready – Accurate information, within deadlines
• All monthly re occurring invoices to be send on the 15th of every month – Accurate information, within deadlines
• Obtain confirmation from Customers of receipt of invoices – Proof of Customer’s confirmation available
• Verify all required reports are sent along with the invoices – Accurate information, within deadlines

 
Maintain Customer Relationships

• Send new Customer confirmation to Sales department – Before first transaction is processed
•  
• Complete updated, accurate fields in Contract file – Accurate information
• Send documents to Customers when requested i.e. credit notes, invoices and statements – Feedback from Customers
• Obtain written consent from Customer for any changes or updates – Customer feedback
• Resolve all Customer queries in a friendly manner and as timeously as possible – Feedback from Customers
• Maintain an accurate, up to date history of all queries – Available, whenever requested
• Send Suspension letter for overdue accounts, once all other follow up actions have been exhausted – Suspension letters to be approved by the Financial Manager

 
Teamwork

• Work with colleagues to achieve overall team goals – Demonstrate willingness to assist others
• Highlight problems and work with team to find solutions – Suggest solutions instead of problems
• Take personal ownership of problems – Go the extra mile for the Customer

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