28/06/2019
Position: Debtors Administration (FMCG Industry)
Location: Outside Brackenfell on your way to Stellenbosch
Remuneration: R10,000 - R12,000 per month
A very well established Retail Company in the Baking Industry is seeking to employ a Debtors Administrator. The Debtors’ Administrator will oversee the debtor and collections functions within the finance department, as well as reconciling cashups from the factory shops, truck drivers and overseeing the cash function within the business
VERY IMPORTANT: Must be able to work under pressure and have worked with a lot of cash before like a cash office clerk position.
Debtors control duties:
• setup of new customer accounts according to SOP
• maintaining the correct contact information of the accounts
• maintaining a good age analysis, allocating postings to the correct invoices
• setting up, maintaining and making use of a debtors age analysis system in order to track progress
• measuring the success of debt collection in terms of the effect it has on cash flow and raise important issues to Finance manager immediately
• enforce the collection policy - strictly COD, COD, 7, 14, 21, 30 nett & 30 days statement
• obtain authorisation from the Finance manager or MD for orders on accounts that exceeds their credit limit or their credit terms
• place a hold on overdue accounts
• identifying ways in which a customer can be encouraged to pay their outstanding debts
• deciding how to collect each outstanding debt i.e. letter, telephone etc.
• sending out statements on month end and/or when outstanding debt is payable
• processing of settlement discounts or interest on accounts
• handling all correspondence re: account queries
• understanding the importance of the form of debt collection correspondence
• record summary details for all calls made including date and time of call, person spoke to and outcome of call on Omni accounting
• identifying underlying causes of outstanding debts - why is the customer not paying?
• satisfactory response for payment request, turning promises into commitments
• follow up: to ensure that agreed payment dates are honoured by sending reminders
• queries related to payments made, outstanding and general queries answer within 24 hours
• return phone calls promptly
• oral communication must be professional and polite
• written communication to client must be 100% accurate (no spelling or obvious grammar mistakes) in a format that is easily understandable and in English
Receipting, payouts and banking duties:
• cash-up of invoices against route schedule
• cash-up of retail stores against session number sheet per store
• check credit notes on the retail cash up sheets for customer detail, contact number and managers signature
• contact one customer per day to validate these credit notes
• monitor patterns on the cash up sheets for credit notes and shorts and escalate to management immediately
• all other receipts must be recorded in the receipt book
• cashbook posting of payments by debtors (cash, cheques and EFT)
• all pay-outs must be authorised by management
• daily banking must be done same day and cash on the premises must be minimal
• ensuring cash floats are safely locked in the safe on a daily basis
on-time, accurate cashups and Omni entries
Credit policy duties:
• keep up to date with the current credit applications in use
• analysis and approval criteria of individuals and companies
• administration of approval process (including performing the reference checks from current supplies and accountability credit check)
• determine sufficient securities
• identifying the potential risk to the company
• informing the customer in a written letter of approval of the terms on which the account has been granted or declined
• file all client information forms
• file all credit applications and supporting documents
• review customers’ credit limits on an ongoing basis accurate credit applications containing essential, up to date information
sufficient and clear client communication
Reporting and record keeping
• maintain archives
• filing of Route schedules, invoices and picking slips in date order
• ensure that credit notes outstanding on invoices are authorized correctly, done and filed on a daily basis
• ensure that all shop cashup sheets are received, filed in numerical order and inform management of any missing cashup sheets numbers within 24hours
• daily balancing of receipts and payout
• detailed ledger and supporting documents printed and filed in the petty cash daily
• petty cash must be counted by support staff from the finance department daily
• petty cash must be counted and reconciled together with the Financial manager on the last trading day of the month
• sending age analysis, with up to date comments, to Financial manager weekly on a Wednesday
accuracy of cashups, cash counts.on-time and accurate completion of cashups daily effective communication with FM
Productivity SA
• ensure all allocated charts are up to date and correctly completed
• I understand any changes to the charts and escalate if I need any additional training on new targets
• escalate if I have any training needs to my manager (skills matrix)
• I am familiar with SOPS and that I receive the necessary training should there be any changes
targets achieved
charts up to date
General (other finance duties)
• continuous request of floats for the retail stores
• swap out daily back up drives from server and replace with new (others must be kept in the safe)
• receive and open mail on a regular basis
• answering overflow of incoming calls
• participate and assist during stock take
• assist in cost savings within the organisation by following up on unnecessary bank charges etc.
• organize and work independently on multiple assigned tasks/projects and complete assignments within specified deadlines
• assisting in other areas / duties when required - flexibility in your work
• goes the extra mile in resolving problems and when assisting internal and external customers/suppliers
• accurately follow verbal and written directions from management
• maintain knowledge of and ensure compliance with relevant laws and regulations
Personal excellence
• strive for world class excellence in everything that I do
• if you commit to it, do it - give your all - no excuses
• practice the 5 s - sort, set in order, standardise, self-discipline, sustain
• don’t pass the monkey and don’t take the monkey
• live the brand by presenting a professional image
• excellent clear and positive communication (verbal and non-verbal)
• effective top down, bottom up and vertical communication
• be proactive
• escalate important and urgent matters via the correct channels
• silent now
• implement lessons learnt from training given (received via mentoring, meetings, coaching, informal and formal training)
• ad hoc duties as and when required
• effective and timely follow up and follow through on all actions /problems / matters requiring your attention
• effective time management and prioritizing of work to meet deadlines
• work well under pressure
Position available to start a.s.a.p. Must fulfill requirements otherwise you will not be considered for this position. Must be have experience in current role recently or the last position you had.
Please submit your CV, ID and photo to [email protected] and STATE CLEARLY IN THE SUBJECT LINE WHICH POSITION YOU ARE APPLYING FOR otherwise we can not allocate your CV to the right position.
Only serious candidates need to apply that meets the requirements. If you don't get any feedback from us within 10 working days please see you application as unsuccessful.
