Purpose of the Job

The Accounts Receivable Officer is responsible for managing customer accounts in line with agreed upon credit terms, ensuring timely collection of payments, and maintaining accurate financial records. This includes daily monitoring of credit limits, reconciling overdue accounts, allocating payments accurately daily, resolving queries promptly, and providing administrative and operational support to the finance and sales teams. The Accounts Receivable Officer needs to also maintain strong customer relationships and adhere to company credit policies.

Key Responsibilities 

Operational

• Collect monies owed to the company from customers with mutually agreed upon credit terms
• Monitor and manage customer credit limits to prevent overexposure
• Liaise with customers regarding outstanding payments and credit note requests
• Obtain and process remittance advices for payments reflected on daily bank statements
• Allocate payments accurately on the Embrace Financial system
• Compile detailed debtor reconciliations for all overdue accounts
• Maintain excellent Days Sales Outstanding (DSO) performance in line with authorised timelines
• Supply customers with copy statements, invoices, credit notes, PODs, and rental agreements upon request
• Liaise with Sales Representatives to resolve outstanding issues on their designated accounts
• Communicate effectively and professionally with customers to manage expectations and maintain relationships
• Report regularly to management on outstanding accounts and credit control status
• Ensure that any required escalations are done timeously

Payment Processing & Reconciliation

• Obtain remittance advices for payments reflected in daily bank statements
• Accurately allocate payments on the Embrace financial system
• Compile reconciliations for all overdue debtor accounts, detailing outstanding invoices and unused credit notes
• Supply customers with copy statements, invoices, credit notes, PODs, and rental agreements upon request

Query Management & Interdepartmental Coordination

• Log all payment-related queries with the relevant department and ensure timeous resolution
• Provide assistance in relevant operational functions as required
• Support smooth workflow within the finance and credit control team
• Liaise with Sales Representatives to resolve account-specific issues
• Maintain clear communication with internal departments to support the debt recovery process

Professional Conduct & Compliance

• Maintain professional conduct in all interactions with customers and colleagues
• Adhere to the company’s dress code and represent the organisation in a respectful and presentable manner
• Adhere to and promote professional conduct in all interactions
• Ensure compliance with all Health and Safety standards within the workplace
• Maintain high housekeeping standards on a daily basis
• Follow the prescribed dress code as per Standard Operating Procedures (SOPs)

Health, Safety & Housekeeping

• Ensure all Health and Safety standards are upheld within the work environment
• Maintain daily housekeeping standards in your designated workspace
• Participate in operational functions as required, ensuring compliance with safety and procedural guidelines

Minimum Requirements

• Grade 12 (Matric)
• Logistics/ Rental background would be an advantage
• At least 3 years’ experience in Credit Control

Skills Required

• Financial Acumen
• High attention to detail
• Excellent verbal and written communication skills
• Negotiation and persuasion skills
• Time management and organisation skills
• Problem-solving and analytical thinking
• Proficiency in Microsoft Office Suite