Senior Debtors Manager

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. 

Debtors:

·       Filing of all documentation correctly and every Friday.      

·       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