Debtors & Revenue Administrator

SUMMARY:
We are looking for a  Debtors & Revenue Administrator for an established company within the hospitality industry based in the Northern suburbs of Pretoria.

POSITION INFO:
Position overview:
To ensure the accurate administration of debtor accounts, advance deposits, customer billing and revenue-supporting documentation in accordance with company policies, internal controls, governance requirements and audit standards.
 
The role is responsible for coordinating the debtor and billing process by ensuring that all supporting documentation, signed slips, function sheets, contracts, billing instructions and other revenue-supporting records are received, validated and processed accurately and timeously. The position ensures that invoices are raised in accordance with approved billing instructions, contractual agreements and company procedures and that customer accounts are maintained accurately and completely.
The role is responsible for monitoring advance deposit requirements and payment due dates, coordinating the collection of deposits in accordance with approved function sheets, accommodation bookings and agreed payment terms, and following up on outstanding payments. The position provides accurate debtor and collection information to support cash flow planning and working capital management.
 
The role works closely with Group & Conference, Front Office, Reservations, Sales and other operational departments to ensure the timely receipt of billing documentation, resolve billing queries, minimise credit risk and maintain the integrity of customer billing and debtor records.

Requirements:

• Grade 12
• Certificate, Diploma or Degree in Accounting, Finance, Credit Management, Debtors Control or Business Administration (Preferred)
• Minimum 3 years' experience in debtor administration, credit control, revenue administration or a similar finance role within the hospitality industry (Essential).
• Experience working with Opera PMS, reservations systems, event and conference billing processes and debtor administration systems (Essential).
• Proven experience in debtor management, collections, customer invoicing and account administration (Essential).
• Experience auditing client files, function documentation, contracts and billing support documentation (Advantageous).
• Experience administering travel agent, corporate, tour operator or conference billing accounts (Advantageous).
• Experience with commission administration, commercial agreements, travel agent agreements, barter agreements and customer onboarding processes (Advantageous).
• Valid Driver's Licence (Desirable)
• Own Transport (Desirable)

• English proficiency (written and verbal communication) (Essential).
• Computer literacy in Microsoft Office, including intermediate to advanced Excel skills (formulas, pivot tables, lookups, filtering and reporting) (Essential).
• Computer literacy in Opera PMS, Microsoft Excel and other hospitality systems used for debtor administration, customer billing and reporting.
• Ability to prepare and review invoices, statements, billing schedules, customer account information and supporting documentation accurately.
• Strong administration, document management and record-keeping skills.
• Ability to analyse debtor balances, collection trends, deposits, commission schedules and billing discrepancies.
• Strong customer service and stakeholder relationship management skills.
• Strong negotiation, follow-up and collection skills.
• Strong attention to detail with the ability to identify billing exceptions, contractual discrepancies and documentation deficiencies.
• Ability to coordinate multiple deadlines and follow-up activities across departments.

• To maintain complete, accurate and up-to-date debtor profiles, including credit applications and agreements, and to manage approved debtor accounts in accordance with the company’s credit policy, governance requirements and applicable legislation.
• To ensure that all billing instructions, rates, packages, signed slips, function sheets, contracts and supporting documentation are complete, accurate and correctly applied before invoices and statements are issued to customers within prescribed timeframes.
• To monitor outstanding function billing packs, signed slips and supporting documentation and follow up with operational departments to ensure invoices are raised within prescribed billing timelines.
• To monitor advance deposit requirements and payment due dates, coordinate the collection of deposits in accordance with approved function sheets, accommodation bookings and contractual payment terms, and ensure that deposits and debtor payments are accurately allocated to the relevant customer accounts.
• To administer the debt collection process by monitoring aged debtor accounts, performing collection activities, engaging with internal and external stakeholders, and escalating problem accounts in accordance with the company’s collection policy.
• To compile accurate and meaningful debtor, deposit, collection, commission and billing reports, including age analyses, collection reports, overdue account summaries and exception reporting, and to provide timely feedback and recommendations to Management
• To complete all month-end debtor administration procedures within required deadlines, including customer account reconciliations, outstanding balance verification, deposit reviews and submission of required schedules and supporting documentation to Finance.
• To maintain proper documentation, filing systems and audit trails for all debtor, billing and collection activities, ensuring compliance with company policies, internal controls, audit standards and the National Credit Act.
• To work closely with Group & Conference, Front Office, Reservations, Sales and operational departments to ensure the timely receipt of billing documentation, accurate invoicing and effective collection of deposits and debtor balances.
• To ensure that all client files, function files, contracts, rooming lists, signed slips, deposits and supporting documentation are audited for completeness and accuracy, and that all billing instructions are correctly reflected prior to invoicing.
• To maintain complete, accurate and up-to-date records of commercial agreements, including commission agreements, travel agent agreements, tour operator agreements, negotiated rate agreements, Travel Management Company agreements and barter agreements, and to ensure these agreements are correctly administered, applied and monitored.
• To administer third-party payment channels, virtual credit card transactions, ShopSpa vouchers, commission schedules and other revenue-related payment arrangements accurately and within prescribed timelines, ensuring complete supporting documentation and audit-ready records are maintained.