Debtors Administrator

6 months ago

Cape Town, 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 sub-contractor 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 sub-contractor.
- 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 sub-contractor 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/non-payment 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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