Debtors Manager_BMG

SUMMARY:
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POSITION INFO:

[JOB SPEC]{.underline}

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| **Job Title ** | Debtors Manager -- JHB (Jeppe) |
| | |
| | R40k-R55k pending on experience including benefits |
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| **Business  ** | **industrial ** |
+-------------------------+--------------------------------------------------------+
| **Department ** | Finance |
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| Reporting Structure | Finance Manager |
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ABOUT THE ROLE

is responsible for the day-to-day operational management of the Credit Department, ensuring the effective administration of customer accounts, collections, payment allocations, customer onboarding and branch support. The role focuses on maintaining accurate debtor records, improving collections performance, and ensuring customers have appropriate credit facilities in place.

Key Responsibilities

1. Credit Operations Management

• Manage the day-to-day operations of the Credit Department.

• Ensure all credit processes are performed accurately and within agreed service levels.

• Supervise Credit Controllers and monitor workload distribution.

• Ensure customer accounts are maintained accurately.

• Monitor daily workflow and resolve operational bottlenecks.

• Ensure customer queries are resolved promptly.

2. Collections Management

• Drive collections across all branches.

• Monitor overdue accounts and ensure agreed debtor portfolio performance metrics are met, including DSO, ageing and overdue debt reduction.

• Follow up on overdue accounts with customers by e-mail and telephonically to assist Credit Controllers with difficult collections.

• Escalate problematic accounts and unresolved queries to the National Credit Risk Manager.

• Ensure collection notes and customer communication are accurately maintained.

• Monitor promises to pay and ensure follow-up actions are completed.

• Provide detailed overdue debtors comments fortnightly.

3. Credit Applications Administration

• Review completed credit applications for completeness.

• Ensure all required supporting documentation has been received.

• Verify customer information before submission.

• Obtain credit bureau reports where required.

• Prepare credit applications for approval in accordance with delegated authority.

• Ensure approved credit limits are loaded accurately on the ERP system.

• Communicate approval outcomes to branches.

4. Credit Limit Administration

• Monitor customer credit limits.

• Identify customers requiring credit limit reviews.

• Prepare supporting information for credit limit increases.

• Ensure sufficient approved credit facilities are available to support business operations.

• Monitor customers approaching their credit limits.

• Escalate urgent credit limit requests.

5. Payment Allocations

• Ensure customer payments are allocated accurately.

• Verify allocations against remittance advice.

• Investigate unprocessed payments and finalize unclaimed/ unidentified list to be moved to suspense account.

• Allocate payments received without remittance where possible.

• Assist branches with payment allocations during periods of high workload or staff shortages.

• Ensure unapplied cash is minimized.

6. COD Account Administration

• Investigate unpaid COD transactions

• Investigate outstanding COD balances.

• Ensure COD customers' accounts remain accurate.

• Resolve allocation discrepancies with branches.

7. Debtors Account Reconciliations

• Perform debtor account reconciliations.

• Investigate disputed balances.

• Resolve reconciling items.

• Ensure customer statements accurately reflect outstanding balances.

• Support branches in resolving customer account queries.

8. Journals and Account Maintenance

• Process authorized journals.

• Process account adjustments.

• Ensure journals are supported by appropriate documentation.

• Maintain audit trails.

9. Branch Operational Support

• Provide operational support to branches.

• Ensure there is alternative support when the Credit Controller is on annual leave, illness or vacancies.

• Allocate payments on behalf of branches when required.

• Assist with customer account reconciliations.

• Resolve branch credit queries.

• Ensure operational continuity across all branches.

• Escalate significant operational issues and material matters affecting the Credit Department to the National Credit Risk Manager.

10. Customer Service

• Build professional relationships with internal and external customers.

• Resolve customer account disputes.

• Liaise with Customers, Sales and Branch Managers to resolve queries.

• Respond promptly to customer queries.

• Maintain high service standards.

11. Team Leadership

• Assess departmental resource requirements and submit recommendations for recruitment/staffing to the National Credit Risk Manager to support operational effectiveness and business objectives.

• Supervise Credit Controllers.

• Monitor team performance.

• Provide coaching and operational guidance.

• Assist with staff training.

• Ensure standard operating procedures are consistently followed.

• Monitor productivity across the team.

• Provide regular operational updates to the National Credit Risk Manager on collections performance, staffing matters, customer escalations and key operational risks affecting the credit department.

12. Continuous Improvement

• Identify process improvement opportunities.

• Recommend automation initiatives.

• Improve turnaround times.

• Standardize operational processes.

• Improve customer service delivery.

MINIMUM QUALIFICATIONS AND MINIMUM EXPERIENCE

Qualifications

• Bachelor's degree in Accounting, Finance, Financial Management or a related field.

• A postgraduate qualification or relevant professional accounting qualification would be advantageous.

Experience

• Minimum of 7 years' relevant experience in accounts receivable, credit control or debtors management.

• At least 4 years' experience in management or senior supervisory role, with responsibility for leading a team, managing performance and driving operational results.

• Demonstrated experience managing debtors operations, collection strategies, credit risk and cash flow reporting.

• In-depth knowledge of accounts receivable, credit control, reconciliations, debt recovery and risk management.

• Proficiency in accounting or ERP systems and Microsoft Excel.

Key Attributes

• Leadership and people management.

• Analytical and strategic thinking.

• Problem-solving and sound judgement.

• Communication, negotiation and stakeholder management.

• Planning, organisation and prioritisation.

• Attention to detail, integrity and accountability.

• Customer focus and commercial awareness.

• Adaptable, results-driven and able to manage competing priorities