SUMMARY:
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POSITION INFO:
PURPOSE OF JOB
To do collection of all monies outstanding as well as all administrative activities in
the branch.
KEY RESPONSIBILITIES include the following. Other duties may be assigned.
Collects all monies outstanding on the branch “Credit Management” report
with the aim of achieving a balance of 45 days average outstanding for the
whole report, by:
o phoning customers for payment;
o phoning customers in respect of any queries on statements or invoices;
o updating and maintaining a customers database from a collection
perspective.
- Discusses debtors twice a month with the Branch Manager.
- Faxes and mails all statements received from head office to customers.
- Banks all cash and cheques on a regular basis and ensures accurate allocation
to customers.
Does invoicing of all the following:
o label orders received from Telesales;
o scales and spares orders received from Branch Manager and Service
Manager respectively;
o all chargeable job cards approved by the Branch Manager.
- Issues receipts for all cash handed in for account payments and cash invoices
to the person(s) who collected the cash.
- Processes all Service Contract and Guarantee job cards which are signed by
the Branch Manager, and gives to Receptionist for filing, once captured.
- Allocates payments received daily, and marks all payments made on the Proof
of Delivery.
- Gives all creditor invoices to the Branch Manager for approval and then sends
it to Head Office for payment.
- Together with Telesales, checks labels that go out after invoicing.
- Is responsible for overseas stock control.
- Files all Proof of Delivery documents, all scales and spares invoices, and all
paid invoices.
- Handles petty cash claims, and buys groceries for the branch such as coffee,
tea, milk and sugar.
- Captures stocktaking of all labels, spares and scales after head office closes at
month-end.
- Reports any stock variances to the Branch Manager for signing off.
- Prints various required reports at month-end for purposes of management information.
People Management
- Oversees the Telesales, the Receptionist and the Tea Lady.
- Ensures that staff is appropriately trained to do their work.
- Ensures that the working environment contributes to improve staff morale and
increase productivity.
SUPERVISORY RESPONSIBILITIES
- Supervises a staff complement of 2.
- Implements performance measures and ensures achievement thereof.
QUALIFICATIONS, EXPERIENCE and KNOWLEDGE: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Grade 12.
- 2-3 Years experience in debtors and general administration.
- Knowledge of SYSPRO System.
- Good telephone skills.
