Debtors Administrator

2 weeks ago

Sandton, South Africa Broll Property Group Full time

**POSITION PURPOSE**

Responsible for the assisting in the management of debtors for services rendered by Broll Specialised Services. Responsible for collecting monies owing by clients. Responsible for performing collection activities associated with various accounts. Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies. Utilises various techniques, as circumstances indicate, to promptly collect on accounts. Ensures that the Company's professional image is maintained.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**Assumes responsibility for the effective and professional performance of billing and collections functions.**
- Performs accurate billings in line with client agreements within the monthly timelines.’
- Ensures that all recoverable costs are invoiced to the client.
- Ensure that contractual and legislative increases are included in client billings in the correct month.
- Follows up on accounts by telephone, personal contact and correspondence to secure a satisfactory settlement of debtors within the agreed upon payment terms. Continues to collect until the account becomes a write-off or attorney account. Makes early contact with client to collect and keep them informed of account status.
- Utilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints. Determines reasons for delinquencies and works toward permanent solutions. Minimizes losses by early actions.
- Utilises further appropriate collection methods if initial attempts do not secure required payment. Escalates to client for extensions of due dates.
- Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant.
- Check accuracy and validity of requests from executives to process credit notes and ensure that correct processes are followed and approvals obtained.

**Assumes responsibility for the efficient administration of collections activities.**
- Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.
- Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.
- Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
- Controls and monitors client payments in terms of rentals, deposits, lease fees, etc.
- Liaises with clients as appropriate
- Handles queries efficiently and diplomatically
- Queries clients’ short payments
- Ensures the daily receipting and processing of client payments
- Liaises with finance department regarding bank account deposits, queries and mis-allocations
- Generally ensures that:

- Rent (and other charges) are paid by the 1st of each month unless specified in lease
- Letters of demand on the 3rd of each month to defaulting clients. Recover LOD charge
- Summons’s are issued as per the legal process
- Administers legal processes for the recovery of lease charges due and/or eviction of clients
- Motivation and processing of write-offs, deposit refunds, etc.

**Assumes responsibility for timely and accurate preperation and submission of management reports.**
- Preparation of detailed debtors reports illustrating weekly and monthly collections:

- Preparation and submission of attorneys’ reports on all legal matters
- Daily Receipting on client accounts
- Journal entries and corrections to client accounts to ensure updated client statements are presented to clients
- Reconciliation of clients’ accounts on a monthly basis

**Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts.**
- Maintains the Company's professional reputation throughout collections operations and in all contacts with clients
- Maintains confidentiality
- Uses shared information to effectively minimize client losses

**Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel.**
- Assists Broll personnel as needed
- Keeps management informed of activities, progress toward established objectives, and of any significant problems i.e: risks where clients are heading towards Business Rescue
- Attends and participates in meetings as required
- Assist in compiling management packs

**Assumes responsibility for related duties as required or assigned.**
- Stays informed of changes in collections policies, procedures, and related legal requirements
- Ensures that work area is clean, secure, and well maintained as per house keeping policy
- Dress code must always be professional due to client requiring meetings at any time

**PERFORMANCE MEASUREMENTS**
- Deadlines are met
- Client queries are handled efficiently and diplomatically
- Good working relations exist with area personnel and with management

**QUALI

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