Finance and Contract Administrator

SUMMARY:
Finance and Contracts Administrator required for Global OEM in the heavy commercial vehicle sector in Johannesburg to ensure the accurate capturing, validation and maintaining of customer contracts, billings and rental agreements.

POSITION INFO:

Summary:

To ensure the timeous and accurate capturing of correct customer information and validation of invoice amounts against rental contracts and to maintain safe record keeping. To provide timeous assistance to customers on all account queries and to monitor and assist in the collection of outstanding debt.

This should be done in an efficient manner and with a positive attitude thereby portraying a professional company image.

Duties and Responsibilities:

• Preparation of Rental Contracts:
  • Prepare contracts for all new and existing customers, ensuring that credit approval is adhered to
  • Ensure that all information for new customers i.e. legal names; pricing; contact details are obtained and verify with client and sales before drawing up the Rental contract and ensure compliance with the Credit Policy
  • Ensure all new contracts have necessary signatures and supporting documents prior to capturing and requesting account opening on Automaster
  • To ensure that all signed contracts are printed and filed and that a PDF scanned copy is saved to the correct drive
  • Update Customer contact details List with new information (according to all listed categories).
  • Send rental contract details to Fleet Controller (the details that should be sent are – Customer name; chassis number, daily rental rate, excess km rate, incl/excl tyres, termination date)
  • Update Debit order list with new rental contract details (the details that should be updated are: debit order date/customer number/ bank account number/ daily rental rate/ customer contact details/ chassis numbers)

• Monthly Billing / Invoicing:
  • Calculation and invoicing of all rental amounts owed by customers on a monthly basis (or as required)
  • Capture credit notes in line with credit note policy and re-invoice customers and return incorrect invoices to suppliers
  • To accurately update the Recons List as required
  • Capture all debit order amounts onto Debit Order Excel List 7th, 15th and 30th of each month
  • Approve all debit orders loaded by debtors (ensuring all account information and amounts are correct)
  • To co-ordinate bank allocations as and when required (E-mailed through from Debtors Department or deposit confirmations emailed from customers)
  • Resolve any related account query and customer complaints on a daily basis

• Debtors Aging
  • Sort through the Age Analysis on weekly basis and follow-up on overdue amounts and to escalate to the Credit Controller and Rental Operations Supervisor
  • Follow up unpaid Debit Orders and liaise with Rental Manager, Area Credit Manager; Rental Operations Supervisor and Credit Controller
  • Prepare all documentation for legal hand-over in accordance with Credit Policy and submit to the Credit Department (all statements/invoices and contracts scanned)
  • Ensure that customers receive all communication regarding; statements; invoices; letters of demand timeously
  • Ensure that any deposit refunds are timeously paid to customers by the Credit Controller

• General
  • Assist Sales Reps with the sales process when necessary i.e. Credit Applications; Outstanding documents; Follow up on Expired contracts; Renewals
  • Assist walk-in/telephonic customers with queries regarding the Rentals Process
  • Maintaining good customer relationships, whilst being diplomatic during customer communication either verbal or written
  • When requested carry out other reasonable duties and responsibilities not specifically mentioned in the job description during the course and scope of employment

Education and/or Experience

• Matric with maths and or accounting
• Minimum 3 years working experience in a Truck Rental / Commercial Vehicle environment or debtors environment
• Diploma in Finance or administration (advantageous)

Knowledge, Skills and Abilities

• Advanced knowledge of MS Office particularly excel (formulas, v lookup and pivot tables)
• In-house System and product knowledge (Automaster & Scala)
• Knowledge of NCA, Company Act and other applicable legislation
• Knowledge of Business Rescue Process
• Knowledge of Liquidation process

NB! This job is now closed. You can apply for other jobs by uploading your CV.