Debtors Administrator

2 weeks ago

Cape Town, Western Cape, South Africa Tower Group Full time
Our client, an
International Insurance Broker based in
Cape Town is seeking to employ a
Debtor's Administrator on a part time basis
(20 hours per week)

SHORT-TERM OBJECTIVE
Your specific duties in relation to the debtors' book in the short-term will be to work through each and every relevant matter file (these are hard-copy folders) to determine:


  • Whether the customer invoice in the file is correct and accurate?
-
Whether the customer has responded upon receipt of the invoice?
-
Whether there are sub-contractor invoices on the file that are unpaid due to poor administration on the part of P&I

ONGOING DUTIES AND RESPONSIBILITIES

Invoicing

  • Referring to the Matter File and proceeding to check the contents of the file contains the relevant documentation prior to proceeding with the invoicing.
  • Preparing the invoice with the relevant charges/ fees and verifying the calculations and information are correct.
  • Preparing a schedule of invoices and submitting to the Bank to secure the rate of exchange for conversion of rand/ dollar currencies.
  • Ensuring the correct billing instructions have been obtained from the client.
  • Forwarding the invoice, after approval by the Branch Manager, to the relevant client.

Debtor Payments


In conjunction with the Durban Finance Dept, you will be required to track debtor payments for the Cape Town branch.


Specifically, you will be required to:

  • Obtain and check the bank statements to track payments against invoices.
  • Update schedules and the relevant working files with the details of the payment against the invoice.
  • Prepare a reconciliation schedule reflecting client payments against subcontractor invoices and submit to the Finance Department.

SUPPLIER PAYMENTS

You will be required to:

  • Receive invoices for payment for services and check and compare quotations against the invoice amounts and raise queries on any observed deviations with the Branch Manager and/or subcontractor.
  • Determine whether funds (FIA or payments) have been received from client to enable payment of supplier invoice without risk to.
  • Ensure that the Branch Manager correctly authorizes payment of invoice and forward same to the Finance Department for secondary reconciliation and ultimate payment authorization.
  • In case of overdue payment of invoices, advise subcontractor and request patience and forbearance. More generally, attend to any invoicing or payment queries from suppliers/ service providers.
  • Where payment is excessively overdue, contact the Finance Manager & MD and request permission to pay the invoice notwithstanding lack of funds from/nonpayment by client.

MAINTENANCE OF SUPPLIER DATA BASE


You will be required to contact all suppliers to the branch to request that they complete Vendor Application Forms and that these are appropriately filed.

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