Administrator: Accounts Receivable

Job Purpose

To provide a clerical and administrative support service in respect of debtors’ accounts, ensuring excellent and professional customer service at all times. The focus is on timely collection of outstanding debts, preparation of analysis of customer accounts and handling customer queries.

Onboarding new dealers and updating existing dealer accounts

• Onboarding new dealers - upon receipt of a new dealer application, ensure the form is completed and signed correctly.
• Make sure that all required supporting documents are attached to the application before handing it to the Vetting Clerk for further assessment.
• Accuracy in capturing new dealer accounts and updating existing accounts.
• Make sure that client information on Epicor is only updated/captured based on valid documents; capturing on data must be accurate.

Filling and Keeping record

• Keep m/credits, journals, daily finance filing and dealer information filing updated and stored safely in relevant files and cabinets.

Receivable

• Ensure the database is kept up to date.
• Collect 30% of outstanding due total on age analysis on a weekly basis.
• Reduce the value of overdue debtors (60/120 days or older) to 5% of book value.
• Complete all allocations as per aging report 100% accurately on a daily basis.
• Assist clients with cash payments following the correct procedure and ensuring accuracy.
• Process and capture cash, credit card, and electronic payments accurately daily.
• Prepare and submit cash flow analysis on time as requested by HO and Accounts Manager.
• Prepare and submit all journals, manual debit notes, manual credits and debtors’ refunds, including relevant attachments, timeously.
• Inform dispatch of C.O.D. payments, remove hold on COD orders when a valid proof of payment has been received; any payments over R20 000 must clear in bank account first before removing hold.
• Process refunds according to the required format.
• Maintain customer credit limits according to credit insurance limits.
• Keep the Age Analysis within the DSO (Days Sales Outstanding) range.
• Complete all customer requests for statements and invoices on the day of the request.
• Prepare reconciliations of accounts as per customer request within one day.
• Verify payments and follow up on statements and payments daily.
• Compile legal files with all documents required for hand over process as required.
• Maintain a filing system in respect of accounting data, records, contracts and invoices.
• Maintain tracking systems, such as e‑mail correspondence.

Communication

• Attend to all queries efficiently and timeously.
• Update Accounts Manager regarding any outstanding debtors or other areas of concern promptly.
• Report any irregular activities on Dealer Accounts, such as purchases by unauthorised persons, to the Accounts Manager promptly.
• Forward warning letters and final demands to clients timeously.
• Escalate all unresolved queries to the Accounts Manager timeously.
• Communicate with clients in a friendly and professional manner at all times.

Admin Duties

• Petty Cash Recon to be submitted mid‑month and by the 4th of each new month to Account Manager and then to HO.
• Assist with Journal clearings on a bi‑weekly basis.
• Prepare month end banking.
• Reconcile payments processed to bank statements, to ensure all payments are captured.
• Assist Accounts Manager with any administrative functions that might be required on request.
• Stand in for Accounts Manager when on leave to ensure all accounts (AR) matters are dealt with timeously.

• Matric.
• Credit Management 1, 2, 3.
• Bachelor’s degree in accounting will be advantageous.
• Minimum 2 years’ experience as a financial administrator, or similar.

• Basic Mathematics.
• Use of systems and information technology.
• Teamwork.
• Flexibility.
• Administrative accuracy.
• Good verbal and written communication skills.