Accounts Receivable Specialist

2 weeks ago

Cape Town, Western Cape, South Africa First Distribution Full time
Job Description

The Accounts Receivable Specialist plays a vital role in the company's financial operations, ensuring timely payments from customers and maintaining excellent relationships with them. Key responsibilities include managing assigned debtor books, adhering to credit policies, and providing effective customer service while resolving account queries efficiently.

Banking & Payment Allocations:

  1. Daily review of bank statements to identify and allocate payments accurately.
  2. Ensure correct allocation according to remittances and payment instructions.
  3. Follow up with partners if remittance or payment instructions are missing.

Statements & Communication:

  1. Ensure partners view their statements, following up if not viewed within 3 days.
  2. Re-send statements if necessary and confirm receipt.
  3. Send invoices, PODs, credit notes, and other documents as requested by partners.
  4. Guide partners to use the system to access documents directly.

Account Reconciliations:

  1. Ensure up-to-date reconciliations are available for accounts with payment queries.

Collections:

  1. Contact partners regularly to ensure timely payments are made.
  2. Prioritise overdue accounts and follow up weekly until paid.
  3. Work with the sales team to resolve difficult collections, but do not expect them to collect payments.

Monthly SPLA Process (for Cloud Partners):

  1. Ensure overdue and over-trading accounts are addressed before the 15th working day of each month to release SPLA orders.

Reporting:

  1. Provide weekly updates on overdue accounts and feedback on the top 50 overdue.

Query Resolution:

  1. Log and follow up on all queries.
  2. Escalate unresolved queries as necessary to ensure timely resolution.

Adjustments:

  1. Process approved adjustments (interest, write-offs) in the ERP system and advise the AR Supervisor.
  2. Weekly review of age analysis, write-offs, unapplied payments, and credits.
  3. Ensure organised filing and record-keeping of all relevant documents.

General Responsibilities:

  1. First contact with partners should always be by phone, followed by email for confirmation.
  2. Maintain accurate notes in the ERP system after any action or interaction.
  3. Proactively manage accounts to avoid late payments.
  4. Inform the AR Supervisor and Group Credit & AR Manager of any urgent payment issues.

Additional Requirements:

  1. Continuously educate partners on using the system.
  2. Perform any other tasks as required by the AR Supervisor or Group Credit & AR Manager.

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