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Debtors Administrator

4 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:

  1. Whether the customer invoice in the file is correct and accurate?
  2. Whether the customer has responded upon receipt of the invoice?
  3. Whether there are sub-contractor invoices on the file that are unpaid due to poor administration on the part of P&I
  4. Update the debtors register daily and email to the financial manager to enable progress tracking.

ONGOING DUTIES AND RESPONSIBILITIES

Invoicing

  1. Referring to the Matter File and proceeding to check the contents of the file contains the relevant documentation prior to proceeding with the invoicing.
  2. Applying standard rates to calculate specific office expenses for inclusion into the invoice.
  3. Preparing the invoice with the relevant charges/ fees and verifying the calculations and information are correct.
  4. Preparing a schedule of invoices and submitting to the Bank to secure the rate of exchange for conversion of rand/ dollar currencies.
  5. Ensuring the correct billing instructions have been obtained from the client.
  6. 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:

  1. Obtain and check the bank statements to track payments against invoices.
  2. Update schedules and the relevant working files with the details of the payment against the invoice.
  1. Prepare a reconciliation schedule reflecting client payments against sub-contractor invoices and submit to the Finance Department.
  2. On an ongoing basis, send reminder emails to clients that haven’t paid and escalate to the Finance Manager and MD as deemed necessary.

SUPPLIER PAYMENTS

You will be required to:

  1. 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.
  2. Determine whether funds (FIA or payments) have been received from client to enable payment of supplier invoice without risk to.
  3. Ensure that the Branch Manager correctly authorizes payment of invoice and forward same to the Finance Department for secondary reconciliation and ultimate payment authorization.
  4. 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.
  5. 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.