Debtors & Rentals Administrator

SUMMARY:
Our client based in Prospecton, Durban,
Is South Africa's leading supplier of prefabricated buildings.

POSITION INFO:
Purpose of the Role:

The collection of the monthly rental income for all rental acquisitions, ensuring 
these are collected within the agreed timeframes set out by the Organisation and to provide administrative and customer care support within the Rental Department.  


Role: Debtors and Rentals Administrator

Location: Durban

Start Date: immediate

Qualification:

• Minimum of 2 -5 years experience in Debtors and / or Customer Care related position. 
• Proficient in MS Office Applications including SharePoint. 
• Sage (Pastel) 
• 2-3  years using an Accounting Software 
• Fluent in both English and Afrikaans or Isizulu.

• Strong communication and interpersonal skills, with a customer-service-oriented approach.
• Excellent time management skills with the ability to manage multiple tasks.
• Attention to detail and excellent organizational skills.
• Strong financial and analytical skills.
• Proficiency in Microsoft Office 
• Sage (Pastel) 
• Ability to work independently and as part of a team

• Provide excellent customer care and be the first point of contact for all Customers.
• Manage all incoming calls, emails and enquiries from potential customers seeking rental pricing options, processing all requests efficiently to enhance customer satisfaction and assisting customers by redirecting calls or requests to other departments when required. 
• Liaise with customer and clarify enquiries and provide detailed quotations using SharePoint within the agreed timeframes and in accordance with the Quotation and Tender Procedure. 
• Generate, extend or terminate Rental Leases in line with Lease Terms and Conditions and ensure that all new and existing leases’ paperwork is signed off by Customer and uploaded to the Customers Electronic 
• Record on SharePoint. 
• Verify and process all credit checks for new rental acquisitions using the Transunion Portal. Including reporting any defaults on payments. 
• Create, maintain and update daily all Customer Electronic Folders accurately and ensure there is a full history of all correspondence, credit checks, lease agreement (s), letter of demands, invoices and statements available. 
• Contact all Rental Customers by telephone and email to ensure timely payments are received and accurately allocate payments on the Rental Hire Package and Sage (Pastel) to the respective account. Ensuring to follow and escalate to the Financial Manager as per the Debtors Procedure. 
• On the request and approval of Financial Manager submit all letter of demands to Customers with outstanding payments and Customer Electronic Folders for legal disputes. 
• Generate ad-hoc and monthly invoices and statements on the Rental Hire Package and SharePoint, ensuring invoices are accurate and correct and are emailed to Customers at the end of each month. 
• Responsible for the reconciling of accounts and resolving any discrepancies with the Customer. 
• On a monthly basis update the Suspense Account and make the necessary journal adjustment on Sage (Pastel) 
• Address complaints and suggestions in a timely and professional manner and record all complaints and compliments on the Non-Conformance Register. 
• Report maintenance and repairs for rental units as needed onto the Rental Maintenance Register for the Refurbishment & Maintenance Manager to carry out maintenance.
• Maintain and update daily the Stockyard Register on SharePoint with all deliveries, collections, new rental units or sold units to ensure that the stockyard register has a live representation  units at all M Projects premises. 
• Upload daily Transport Requests for collection and delivery of units, ensuring that Dispatch and Return notes are available. 
• Read and acknowledge all policies, procedures and other documents relating to Quality and Health & Safety 
• Management System that have been shared and pertain to the role or department. 
• Report all non-conformances in accordance with the Non-Conformance Procedure and provide improvement suggestions to line manage to drive quality and improvement within the department.
•  Attend any training that is required.
• When necessary and within reason carry out any additional task (s) requested by line manager or operational Members.