SUMMARY:
Billings Controller, Debtors Specialist and Sales Administrator
- Report to Head: Revenue and Client Services (with a dotted reporting line to the Debtors Manager for accounts-receivable/debtors-specific duties).
- To ensure timeous, complete and accurate billing; to support the day-to-day functionality of the Accounts Receivable Division; and to ensure the client database is accurate, up to date, and that reporting requirements to clients are honoured — through continuous, disciplined and diligent execution of daily tactical deliverables in line with defined policies and procedures, resulting in the achievement of the desired objectives/outcomes of the business.
POSITION INFO:
Strategic Work: Support the desired outcomes\/objectives of the Head: Revenue & Client Services (and the Debtors Manager, in respect of accounts-receivable duties) and, in turn, the Company, through the adherence to and execution of the tactical deliverables as outlined in this position agreement. Through the execution of the defined tactical deliverables, identify any\/all process flaws and report to line manager, and contribute ideas for resolution and\/or improvement. Develop a rigorous understanding of workflow across the organisation and the corresponding critical factor contribution this combined role has on said workflows, to achieve the overall desired outcomes\/objectives of the business. Compile, analyse and timeously report accounts receivable information to the Debtors Manager \/ Head: Revenue and Client Services. Tactical Work: Billing Continuous checking and maintenance of rate accuracy on Parcel Perfect, with specific attention to non-standard billing rates. Daily billing of all client waybills, with specific attention to non-standard billing rates. Generate the Daily Billing Report and distribute to CEO and Head: Revenue & Client Services. With a thorough understanding of loaded rates, resolve all billing errors and credit re-bills, accurately and timeously. Daily generation and distribution of the 'unbilled waybill' report to Operations and Client Services Managers. Timeous generation of an accurate 'credit rebill' report, with supporting documentation - weekly execution. Action any\/all credit rebill requests on Asana; daily monitoring, week-end completion. Action any\/all billing-related queries\/tasks received via email\/Asana - daily monitoring and weekly completion thereof. Timeous generation and distribution of any\/all client-specific reports related to billing, accurately and in line with the agreed service level\/content. Timeous generation and distribution of monthly manual statements relating to billing, for specified clients, accurately and in line with the agreed service level\/content. Monthly update on Parcel Perfect of 'new' fuel surcharge - before the new billing cycle commences. Accounts Receivable \/ Debtors End-to-end accounts receivable process, including: Safekeeping of customer trading terms, SLAs and contracts. Credit note investigations and feedback to the Debtors Manager \/ Head: Revenue & Client Services. Timeous resolution of any\/all queries and\/or discrepancies. Timeous electronic distribution of statements, invoices and credit notes to customers. Gatekeeper of the Accounts Receivable query email address: respond to queries where possible, alternatively escalate the email\/s to the responsible employee for action and resolution. Identify and address any potential credit risks and timeously report to the Debtors Manager \/ Head: Revenue & Client Services. Ensure compliance with internal controls and regulatory\/statutory requirements. Assist with internal and external audits. Sales Administration Compile timeous (24-hour lead time) and accurate rate proposals for the Sales division, as and when required. Compile timeous (48 hours from request or per SLA) and accurate freight audit and client-specific reports, as and when required. Initiate, facilitate and drive to completion the credit application process - on Asana. Continual update and maintenance of the Client Information database across platforms - Parcel Perfect & Asana. Accurately and timeously load, update and maintain any\/all new and\/or existing client rates on Parcel Perfect. Accurately and timeously load, update and maintain any\/all user login details on Parcel Perfect. Timeously facilitate and drive the 'annual rate increase' process, and accurately input final rates on Parcel Perfect. Provide timeous, detailed feedback pertaining to all rate queries, both internally and externally, as and when required. Generate any\/all Insight reports by the 10th of each month (report detail\/content per the client SLA) - timeously distribute to client\/s. Generate and analyse client-specific reports - billing\/volume\/shipment data - as per client and\/or Senior Manager requirement\/s. Generate and distribute timeous and accurate Commission reports and Client Visit roster\/reports to the National Sales Manager and any other relevant internal stakeholder. Distribution of newsletters (fuel\/news updates) to clients via Parcel Perfect. General \/ Cross-Functional Act as employee backup across the Billing, Debtors and Sales Administration functions, and the Trade Desk team, as and when required. Facilitate and\/or execute ad hoc projects\/tasks within the Revenue team as requested by the Head: Revenue & Client Services, Debtors Manager, Financial Manager, Chief Financial Officer and\/or other Senior Manager\/s. Participate in any\/all training as directed by the Company, and further demonstrate skills obtained as such. Drive all workflow through ASANA. Standards Position Specific Minimum requirement - Matric Certificate. Tertiary qualification advantageous - degree\/diploma in a Business\/Sales\/Finance\/Accounting discipline. Demonstrable experience in a billing, invoicing and\/or administrative environment; minimum 2 years' demonstrable experience in accounts receivable and debt collection - Freight\/Logistics Industry advantageous. Fundamental comprehension of accounting and bookkeeping principles. Administrative acumen. Attentive and meticulous, with strong attention to detail and the ability to work independently under minimal supervision. Professional, personable and polite. Customer service orientation - ability to build and maintain strong customer relationships. Effective communication skills, both verbal and written. Resilient, reliable and adaptable; able to work effectively in a fast-paced, deadline-driven environment. Proactive thinker, with strong resolution skills. Effective time management skills with the ability to prioritise tasks accordingly. High levels of integrity and confidentiality. Proficient use of MS Office (strong command of Excel), CRM, financial\/accounting software and parcel management system\/s, and ASANA. Companywide All work must be performed in accordance with the contents of the employee's relevant Position Agreement. Within reason, each employee may be asked to cover other areas of accountability and\/or perform other departmental functions. This includes transfers to other departments if\/when deemed necessary and in line with the company's operational requirements. Acknowledge and understand all Company policies and procedures and accept and execute as such. Encourage, embrace, and foster a positive and collaborative work environment within your team and across the organisation. Endeavour to uphold the Company culture, standards, and values daily. Act reasonably and responsibly regarding any\/all Company assets. Act with integrity, both within and outside of the business parameters, thereby promoting the Comapies professional image and brand. Uphold client and company information confidentiality. Be mindful and respectful of each employee's race, religion, and gender orientation as set out in the Basic Conditions of Employment Act. Do not incite or encourage violence and\/or illegal work stoppages. Please note: Should you not meet the minimum requirements or hear from us within 14 days from date of advertising, please accept your application as being unsuccessful.
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