Administrator: Accounts Receivable (Cape Town)

Job Purpose:

To deliver clerical and administrative support regarding debtors' accounts, guaranteeing outstanding and professional customer service consistently. The emphasis is on the prompt collection of overdue debts, the preparation of customer account analyses, and the resolution of customer inquiries.

Responsibilities:

Onboarding new dealers and updating existing dealer accounts

• Onboarding new dealers - upon receiving a new dealer application, ensure the form is accurately completed and duly signed.
• Confirm that all necessary supporting documents are included with the application before submitting it to the Vetting Clerk for further evaluation.
• Ensure precision in entering new dealer accounts and updating current accounts.
• Verify that client information on Epicor is updated or entered solely based on valid documentation, ensuring data entry is accurate.

Filing and Record Keeping

• Maintain m/credits, journals, daily finance filing, and dealer information filing in an organized and secure manner within appropriate files and cabinets.

Receivables

• Ensure the database is regularly updated.
• Collect 30% of the total outstanding amount based on age analysis weekly.
• Decrease the amount of overdue debtors (60/120 days or older) to 5% of the book value.
• Complete all allocations according to the aging report with 100% accuracy daily.
• Assist clients with cash payments, adhering to the correct procedures while ensuring precision.
• Accurately process and record cash, credit card, and electronic payments daily.
• Prepare and submit cash flow analysis punctually as requested by the Head Office and Accounts Manager.
• Timely prepare and submit all journals, manual debit notes, manual credit notes, and debtors’ refunds, along with necessary attachments.
• Notify dispatch of C.O.D. payments, lift holds on COD orders upon receipt of valid proof of payment, and ensure any payments exceeding R20,000 clear the bank account before removing holds.
• Process refunds following the required format.
• Maintain customer credit limits in accordance with credit insurance limits.
• Keep the Age Analysis within the DSO (Days Sales Outstanding) range.
• Fulfill all customer requests for statements and invoices on the same day the request is made.
• Prepare account reconciliations as per customer requests within one day.
• Verify payments and follow up on statements and payments daily.
• Compile legal files with all necessary documentation for the handover process as required.
• Maintain a filing system for accounting data, records, contracts, and invoices.
• Keep tracking systems, such as email correspondence, organized.

Communication

• Address all inquiries efficiently and promptly.
• Update the Accounts Manager regarding any outstanding debtors or other concerns without delay.
• Report any irregular activities on Dealer Accounts, such as purchases made by unauthorized individuals, to the Accounts Manager immediately.
• Send warning letters and final demands to clients in a timely manner.
• Escalate all unresolved inquiries to the Accounts Manager promptly.
• Interact with clients in a courteous and professional manner at all times.

Admin Duties

• Submit petty cash reconciliation by mid-month and by the 4th of each new month to the Accounts Manager and then to Head Office.
• Assist with journal clearings on a bi-weekly basis.
• Prepare month-end banking.
• Reconcile processed payments with bank statements to ensure all payments are recorded.
• Support the Accounts Manager with any administrative tasks as requested.
• Cover for the Accounts Manager during their absence to ensure all accounts receivable matters are handled promptly.

Qualifications and Experience:

• Matric
• Credit Management Levels 1, 2, and 3
• A Bachelor’s degree in accounting is advantageous
• A minimum of 2 years’ experience as a financial administrator or in a similar role

Knowledge and Skills:

• Basic Mathematics
• Proficiency in systems and information technology
• Team collaboration
• Adaptability
• Administrative precision
• Strong verbal and written communication abilities