Vacancies

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Duma Travel

Debtors Manager (Permanent) Western Cape- Cape Town -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.

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

Availability

ASAP (1 months 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

Cape Town

Application details

Contact Name :Yolande Malebo

Contact Phone:0860111667

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