Vacancies

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Duma Travel

Debtors Manager (Permanent) Gauteng- Pretoria -Other
Publication: 08 Aug 2014

Job Description

Purpose of the Function

• Reporting to the Financial Operations Manager, the Debtors Manager provides leadership, management, and oversight to the Debtors Team.
• Ensure efficiency and effectiveness of the day-to-day Accounts Receivable functions.
• Ensure the function is positioned such that it can deliver value
• Direct and coordinate the Accounts Receivable and Collections functions including:
* Delivery of invoices and statements
* Reconciliation of invoices delivered to the client statement
* Clearing of client queries
* Collection of monies due
* Receipting of Client Payments
* Obtaining Remittance Advices and Timely Allocations of Receipts
* Analysis of the Debtors Age Analysis
* Collection of Third-party commissions, supplier rebates & other Debtors
* Management Reporting, Client Reporting and
* Positioning the Debtors Department as the Regional Face of Finance for the new client on-boarding processes and regular interactions with clients.
• Ensure he/she is an active member of the Finance Management Team and can act as a proactive business advisor when it come to managing credit within the company.
• Communicate regularly with all stakeholders on Debtors, credit management and collections issues and priorities.

Key Duties/Responsibilities:

General
• Establish work standards, develop objectives and design/maintain effective work-flows and operating procedures to improve efficiency and effectiveness.
• Develop policies, procedures and work instructions for review and approval by Senior Management and recommend modifications to existing company policies and procedures as they relate to Debtors.
• Take ownership of the weekly and month-end closing Debtors processes including reconciliations, analysis and reporting.
• Provide support/direction for process or problem resolution.
• Ensure client queries are resolved within two business days.
• Ensure appropriate financial policies, procedures, and internal controls are in place, documented, and operating as intended.
• Ensure the strict confidentiality and privacy of financial transactions as they relate to the organization and its customers.
• Assist the Financial Operations Manager in year-end audit.
• Actively participate in strategic initiatives and special projects when assigned or required.

Delivery of Invoices and Statements
• Ensure the Debtors Team check receipt of invoices and statements from the Invoicing Department against the supporting schedule to ensure receipt of ALL documents prior to delivery to the client.
• Ensure the client signs the supporting schedule as proof of receipt and completeness of the invoices.
• Ensure the Debtors Team hand deliver weekly invoices and statement to the client contact person and get written acknowledgement of receipt.
• Where couriered or emailed, ensure proof of written receipt is received.
• Investigate and resolve invoicing discrepancies or misallocated transactions.
• Ensure disputed invoices are resolved and resubmitted within 2 business days.
• Ensure all invoices processed are delivered by reconciling delivery schedules to the statement to ensure there are no invoices processed but not delivered.
• Ensure the client receives weekly statements and confirm on a weekly basis in writing that all invoices appearing on the statement have been received by the client.

Collection of Monies Due:
• Form collective strategies to mitigate customer objections to making timely Debtors payments.
• Investigate collection issues and coach team on how to advise customers on corporate Debtors policies and procedures.
• Manages collection activities such as:
* Sending follow-up inquiries
* Negotiating with past due accounts
* Applying the signed Travel Management Contract & SLA
* Keeping track of cash receipts, swipes and allocating within 2 business days.
* Referring accounts to collection agencies.
* Maintains accurate records.
* Creates financial reports relating to account receivable function and status of accounts.

Other:
• Manage the weekly and monthly reconciliation of other Debtors related accounts (such as cash sales, unclaimed credits, clearing, accrual, bad debt, charge-backs, overrides, rebates and staff debtors).
• Prepares all third party commission and maintain a detailed accounts analysis by client.
• Audit delinquent accounts considered to be un-correctable to ensure maximum efforts have been taken before assigning bad debt status to the account.
• Establish and update client credit activities and manage client credit limits on the system.
• Review collection reports to ascertain status of collections and balances outstanding and evaluate effectiveness of current collection policies and procedures.
• Interact with the Key Account Management, Sales Team and Operations to research and manage client account issues.

Finance Relationship Management
• Ensure advanced knowledge of company policies and procedures within the Debtors Team for effective execution of duties as Finance Relationship Management.
• Ensure that each Debtors’ Controller adequately fulfils the functions expected as the Face of Finance in front of the client.
• Ensure Debtors Team extend regular client visits to discuss client Finance issues and/or delivery of invoices.
• Ensure compliance and fulfilment of all duties set out in the new client on-boarding policy and procedure.
• Ensure AR Team attends all relevant client meetings e.g. monthly operations meeting, quarterly review, on-boarding implementation meeting, implementation workshop etc. as and when it is necessary

Leadership and Management:
• Define opportunities, communicate vision and goals in a way everyone understands, know what most important and set priorities are, ask for commitment, follow up on progress being made, and promote accountability.
• Encourage staff to work with Finance Administration, Operations and other related departments to resolve any outstanding issues timely.
• Supervise the Debtors staff in collecting delinquent accounts receivables.
• Coach regularly, promote responsibility-taking, communicate expectations with clarity, ensure differences are resolved, make meaning of events for others, and share information.
• Guide recruitment, key staff retention, staff training and performance management.
• Make and keep commitments, seek opportunities to partner with clients, be optimistic and anticipate client and staff needs.
• Know and live the values, ensure team members are living the values.

Reporting
• Design and test new reports evaluate existing reports and develop a more efficient means of gathering and reporting data.
• Satisfy the needs of all internal requirements and those of external parties like clients. This includes:
* The preparation of weekly and monthly reports for the Directors, Finance Manager and relevant clients.
* Working to detailed timetables to ensure that actions on the critical path are identified and deadlines are met.
* Having in place the staff and contingency plans to ensure that all reports are submitted on time despite unforeseen circumstances.

Availability

ASAP (1 month notice)

Salary

Negotiable

Required Qualifications

Minimum Requirements
• University or College Degree or Diploma in Accounting or Business Administration.
• Minimum 3-5 years experience working in Accounts Receivable in a Management/Supervisory capacity.
• Strong systems background.
• Proficiency with Microsoft Office applications, particularly Excel.
• Previous experience in Travel would be considered an asset.

Location

Pretoria

General Details

Other Skills/Abilities/Competencies
• Strong Accounting Skills.
• Exceptional leadership and team development skills.
• Strong problem-solving and decision-making skills.
• Ability to manage competing priorities and meet deadlines.
• Exceptional verbal and written English communication skills.
• Detail-oriented, well-organized.
• Ability to readily adapt to and lead through changing environment.
• Professionalism
• Positive outlook
• Entrepreneurship
• Teamwork
• Client Orientation
• Adaptability

Application details

Contact Name :Yolande Malebo

Contact Phone:0860111667

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