Debtors Controller

3 months ago

Northern Suburbs, South Africa Tree of New Beginnings Full time

A Debtors Controller prepares accounts receivable transactions and processes customer payments. Debtors Controller duties include ensuring accuracy and efficiency of operations, processing and monitoring outstanding payments, and securing revenue by verifying and posting receipts.

In this role the incumbent is responsible for the efficient and effective collection of cash flow as per the customers set out terms and limits. The full Debtors Control Function must be followed as per the Companies Debtors Policy which stipulates the specific procedures and processes to be followed and Limits of Authority that must be adhered too to minimize risks for the Company.

The role requires a direct interface with external and internal customers as well as Management and accurate processing and reporting will play an important role in keeping all informed on any debtor at any given time and ensuring a heathy cash flow for the Company

**1. BASIC JOB FUNCTIONS**:

- Collections_
- New Customers - Credit Applications - Follow Credit Policy on vetting process and opening of Debtors accounts.
- Management Approval on all New Customers as per Level of Authorization as per the Credit Policy of opening of new account.
- Existing Customers - Follow up on Customers who do not have Credit Applications on file - Management approval as per Level of Authorisation.
- Approved Accounts - Ensure all data is loaded once approved in SAGE as per the Credit Policy.
- Send Customers their statements as per their Terms and within 4 working days after month-end.
- Process of payments daily to the correct accounts as per remittance advices,
- Follow up on short payments, establishing if it is due to queries, claims, or proof of deliveries requested.
- If there are unresolved queries communicate with Account Manager, Sales Representative as to special pricing to approved by their direct Management if credits are to be processed.
- Send the required proof of deliveries or outstanding invoices to customers when requested.
- Follow up on clients who exceed payment terms - either getting commitment to pay if no payment is received follow the process to “stop supply” as per the Credit Policy.
- Report to Management bi-weekly on expected Cash flow.
- Report on overdue by 10th of each Month - for monthly business review.
- Identify Risk areas and corrective action taken.
- Draft of Acknowledgment of Debts and Payment Agreement plans were required to reduce Risk of bad debt.
- Identify Potential Bad Debt and action to be taken to avoid any bad debt.
- Follow up on Proof of delivery processes and ensure documentation is scanned in and follow up on outstanding proof of deliveries with operations.
- Monthly Credit Note Analysis, ensure Credit Note processing is required once approved by Management.
- Any Ad hoc duties given by Management to assist as and when required.
- Projects assigned by Management within the Credit Control function to ensure accurate data, reduction of Credit Risk and improvement of Cash Flow.
- Attending of required Training Workshops as and when required to improve work performance and to keep up to date with current Legislation.
- Detailed Reconciliation of Debtors accounts as required to assist customer to balance back to our Trail Balance or Statement Balances.

**2. KNOWLEDGE AND EXPERIENCE REQUIRED**
- Proven working experience as Debtors Controller.
- Solid understanding of basic accounting principles, fair credit practices and collection regulations.
- Proven ability to calculate, post and manage accounting figures and financial records.
- Proficiency in English and in MS Office
- Customer service orientation and negotiation skills
- High degree of accuracy and attention to detail
- Higher Certificate - Matric.
- Computer literacy with knowledge of word processing, excel spreadsheet processing experience.
- Good written communication skills including accurate spelling and grammar.
- Good Knowledge of system working on SAGE/Pastel/Syspro will be advantaged.
- Excellent communication and interpersonal skills.
- Knowledge of Administrative and Clerical experience.
- Knowledge of Customer and Service principles and Practices.
- Manage time frames and adjust priorities as required.
- Able to assist Customers in reconciliation of accounts.
- Accurate capturing of Data.

**3. ROLES, SKILLS AND ATTRIBUTES REQUIRED**
- Decisive, focused on priorities, demonstrates high engagement levels, and communicates upwards with no surprises.
- Good problem-solving and analytical skills, able to determine the impact of an issue quickly to prioritize further work.
- Used to working in fast-moving environments providing accurate and timely information to a high standard.
- Able to manage and prioritize day to day workload to ensure maximum efficiencies are achieved.
- Promotes a positive and professional work environment with drive and enthusiasm and is self-motivated.
- Able to manage successful relationships.
- Refined communication skills

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