Accounts Receivable Administrator

SUMMARY:
managing collections aligned to trading terms and policy, accurately posting payments

POSITION INFO:

Accounts Receivable Administrator - Shoprite Checkers 
Key Accounts

Shared Service - Finance
Accountable for quality, standards, service and desired outputs within inter-related functional areas of responsibility, and may be responsible for the work of others, the Accounts Receivable Administrator provides essential administrative and operational support within the Accounts Receivable function focussing on Key Accounts, ensuring the accurate processing of payments, reconciliations, statements and customer queries in a high-volume environment.

Job Purpose
The purpose of this role is to ensure superior customer service to both internal and external (Key Accounts) stakeholders through exceptional collections management of customer accounts and the effective and efficient resolution of customer queries, by managing collections aligned to trading terms and policy, accurately posting payments, maintaining debtor records, resolving discrepancies and deductions, and supporting the overall accounts receivable process so that cash collection is optimised and customer service standards are met.

Key Accountabilities and Outputs

Key Accounts Collections and Cash Application
Manage Key Accounts collections aligned to trading terms and policy, ensuring proactive and effective recovery of all debts.
Post and allocate Key Accounts payments and credit notes daily by recording cash transactions from the bank in line with policy and trading terms.
Validate the posting and allocation of daily receipts through the internal system.
Process refunds where authorised.
Update and report receivables by totaling unpaid debtors.
Keep the Age Analysis within the DSO target and meet or exceed cash-flow targets through active monitoring of debtors.
Output: Accurate cash application, optimised collections and Age Analysis maintained within DSO targets.

Account Maintenance, Reconciliations and Master Data
Maintain debtor records through monthly review of master data and assist with complex customer master-data documentation.
Conduct monthly reconciliations of debtor ledger accounts and maintain a monthly audit review of assigned reconciliations.
Verify the validity of account discrepancies by obtaining and investigating information from sales trading agreements, promotions, customer service departments and customers.
Resolve valid or authorised deductions by entering adjusting entries; resolve invalid or unauthorised deductions by following pending-deductions procedures.
Maintain customer credit limits and check credit ratings, trade references and limits in accordance with credit policy.
Financial understanding & accuracy
Output: Clean, accurate debtor records, reconciled accounts and controlled credit limits.
Query Resolution, Blocked Orders and Legal Support
Resolve collections and queries (internal and external) by examining payment plans, payment history and credit terms, and by coordinating contact with debtors and the sales department.
Offer recommendations and advice on accounts-receivable queries and ensure timely resolution of complex matters.
Manage and release blocked orders aligned to policy.
Prepare and consolidate reconciliations and supporting documents to facilitate legal handover
procedures.
Collaborate with attorneys or the Legal Team Leader regarding appropriate terms and conditions for debt repayment.
Output: Timely resolution of queries and deductions controlled blocked orders and effective legal-handover support.

Reporting, Statements and Stakeholder Collaboration
Issue monthly customer statements and oversee the forwarding of statements to customers.
Collaborate with internal and external stakeholders and attend customer visits as required to support the credit strategy.
Demonstrate leadership by supporting and developing new employees.
Output: Accurate monthly statements and constructive stakeholder relationships that support collections performance.

General and Compliance
Remain conversant with relevant business information, policies, processes and procedures.
Maintain expected performance standards and assist with work outside the core job description when required.
Ensure adherence to relevant health, safety and environmental standards and legislation where applicable.
Output: Compliant operations and reliable support to the broader Accounts Receivable function.

Qualifications and Experience
Grade 12 / Matric and Credit Management II qualification essential.
Minimum 3-5 years' experience in Accounts Receivable, Credit Control or collections environment.
Proven experience in debt collection, reconciliations and customer account management.
Advanced Microsoft Excel skills; ERP experience (SAP 4 Hana) advantageous.

Behavioural Competencies
Customer Relations
Asks questions to identify customer needs or expectations
Follows through and meets personal commitments to others on time
Takes responsibilities seriously and consistently meets the clients' expectations for quality, service, and professionalism.
Continuously monitors delivery to make sure the customer is receiving good service
Shows a strong commitment to exceeding customer expectations
Able to own responsibility for mistakes, apologise and make suitable changes to services

Planning and Organising
Manages time effectively, ensuring effective completion of tasks under stressful deadlines.
Able to prioritise activities and resources, ensuring that results are achieved effectively.
Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.
Excellent organisational and time-mana