Debtors Clerk

**POSITION PURPOSE**

Responsible for the full debtors function of the group’s property management division. Incorporating admin and lease fee invoices between the trust and business sites. Creating commission and various recovery invoices, credit notes and ad-hoc invoicing on behalf of the Group. Preparation of incentive commission schedules to HR. Following up on outstanding debtors, performing collection activities and prepare reconciliations of debtor accounts when required.

Responsible for management accounts for the entity Broll Property Management Services. Keeps records and accounts accurate and current. Researches and resolves discrepancies and accounting errors. Completes related reports, summaries, and records.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for the effective and professional performance of collections functions.**
a. Liaise and communicate with accountants/financial managers and portfolio excutives to ensure prompt submission of admin and commission debtors and payment thereof.

**2. Assumes responsibility for the efficient administration of collections activities.**
a. Keep accurate and up-to-date activity reports on outstanding debtors.
b. Handle account queries efficiently.
c. Check accuracy and validity of requests from portfolio’s to process credit notes
d. Verify commission calculations as per Broll Online schedule vs schedules from portfolios.
e. Liaise with book keeping and accounting staff re bank account deposits, queries and mis-allocations
f. Integration of admin and lease fees between the regional trust sites and business accounts.
g. Identify cost and create recovery invoices for various property management divisions.
h. Keeping invoice registers
i. Updating commission schedules and incentives to be forwarded to HR.
j. Keeping audit files iro credit notes, invoices and supporting documents.

**3. Assumes responsibility for the accurate and timely completion of assigned accounting functions.**
a. Reviews source documents and records daily transactions.
b. Reconciles general ledger accounts as assigned.
c.. Performs miscellaneous filing/sorting of checks, journals, daily write-ups, etc.
d. Completes required records and reports and maintains files.
e. Monthly VAT Submission and reconciliation of Input/Output accounts to the Income Statement.
f. Maintaining fixed asset register
g. Bank reconciliation
h. Agree inter company balance

**4. Assumes responsibility for timely and accurate preperation and submission of management reports.**
- Preparation of detailed monthly debtors reports
- Preparation of projected income for cashflow purposes.
- Month by month analysis of income generated vs budgeted income
- Accuracy of admin fees calculated in accordance with landlord management agreements.
- Preparation of Management pack for the BPM Services entity which inclludes balance sheet and income statement notes.

**5. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel.**
a. Assists area personnel as needed.
b. Keeps management informed of activities, progress toward established objectives, and of any significant problems.
c. Attends and participates in meetings as required.

**6. Assumes responsibility for related duties as required or assigned.**
a. Stays informed of changes in collections policies, procedures, and related legal requirements.
b. Ensures that work area is clean, secure, and well maintained.

**PERFORMANCE MEASUREMENTS**
1. Problem accounts are closely monitored and reviewed.
2. Outstanding accounts are promptly collected.
3. Required reports and records are accurate and timely.
4. Good working relations exist with area personnel and with management. Management is appropriately informed of area activities.
5. Accounting documents, records, and reports are accurate, current, and timely.
6. Accounting functions are completed in accordance with established standards, policies, and procedures.

**EDUCATION/CERTIFICATION**:
Matric
Accounting diploma or part B Comm preferred

**REQUIRED KNOWLEDGE**:
Understanding of company policies.
Knowledge of basic accounting concepts and procedures including account reconciliation.

**EXPERIENCE REQUIRED**:
Previous collection experience (2 to 3 years)
Excel knowledge and experience a requirement
IFM experience advantageous

**SKILLS/ABILITIES**:
Accuracy and thoroughness in work.
Ability to work well independently and act on own inititative
Attention to detail and analytic skills
Attention to detail