We are looking to recruit a permanent Debtors Clerk to work for United Pharmaceutical Distributors (UPD). The role will be based at Lea Glen, Roodepoort branch and will report to the Debtors Supervisor.
Job Summary
Job description
Job Purpose:
To protect the accounts receivable balance by collecting against risk profiles in accordance with established credit policies and procedures. Other responsibilities include analyzing risk, performing analysis of customer payment patterns, within existing credit limits & risk categories, and reviewing and releasing credit blocked orders.
Job Objectives:
Internal stakeholder liaison, formal reviews and feedback to supervisors or Team leaders
Compliance and conformance of dunning process with ISAE3402, credit mandates and KPIs.
Minimizing overdue or debt in violation while maximizing percent current receivables
Maintaining the credit integrity of the insured policy cover
Timely reporting of customer information based on account history and interaction
Responding to credit inquiries within set service levels (hours)
Processing and following through new customer credit applications within set business days
On-going interaction with customers, sales, customer service, credit personnel, and other internal and external customers
Checking credit references and presenting to supervisor or team leader for approval protocols.
Review and maintain customer credit files and master data
Analysis of high exposure and high risk accounts
Monitor credit risk and payment trends and report back to Supervisor or Team Leader.
Review credit blocked orders
Release credit blocked orders
Support doubtful account processing
Assist with departmental reports on an as needed basis
Minimizing aged balances while maximizing current receivables.
Identify and communicate collection issues with supervisor or team leader to minimize credit risk
Provide invoice copies and proofs of delivery to the customer
Identify payment terms and billing disputes
Research and resolve duplicate or partial payment
Work with Customer Service, Sales and customers to resolve collection issues
Provide a customer statement of account to customers as needed
Prepare and provide reporting for management
Research and resolve unauthorized customer deductions
Follow up and collection of all disputed accounts receivable; identifies and solves any issues with the customer regarding billing for goods or services received.
Responsible for the formal feedback to the Team Leaders or Supervisors
The Deduction Processor Role (DPR):
The purpose of the Deduction Processor role is to ensure the timely resolution of deductions within Dispute Management. The Deduction Processor is assigned by the Deduction Coordinator, based on the deduction reason code. The Processor is responsible for gathering supporting documentation, entering notes, authorizing valid deductions and initiating the resolution process via a customer credit memo (payment or credit note).
This role should be used in combination with other user roles:
Collector, Claims Returns and Refusals Clerk, Sales person, Order Processing Clerk and Credit Supervisor/ Manager, distribution personnel, etc.
The Deduction Processor role is responsible for:
Gathering and attaching documentation to a dispute
Entering notes to a dispute
Researching and transmitting information for resolution of a dispute to the appropriate party to issue a credit memo to clear a deduction.
Minimum requirements
Experience and Education:
Matriculation (Math’s and Accounting) and a Diploma in Financial Management will be advantageous
At least 1 year experience in debt collection in high volume FMCG / Wholesale will be advantageous
Intermediate level of MS Office (Excel & Word)
Job related knowledge and skills:
Debtors days by customer channel and class - 5% overdue
Default customers, number & value % per month by channel:
Measure of accounts with disputes and queries, ageing by channel
Number and value of credit notes (with re-invoice and without)
Number and value of accounts in pre-legal & legal status
Slow payers : purchases exceeding rate of payments, vice versa
Accounts on hold : how long, how much sales foregone
Credit insurance metrics
Competencies:
Excellent interpersonal skills
Debt collection and Analytical skills
Dunning process skills
Understanding of Legislation : NCA, CA, CPA and other relevant legislation & standards
Understanding of credit insurance, credit vetting & legal proceedings
Achievement focus i.e. high energy levels and commitment to end results
Good communication skills with demonstrated clarity in both spoken and written words
Analytical and judgment skills (ability to take data and support logical, pragmatic resolution of disputes)
Proactive results-driven individual
Responsible for sensitive and confidential information and data
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