Debtors Administrator

SUMMARY:
Our engineering client in Cape Town is looking for a qualified Debtors Administrator with a minimum of 5 years experience in a similar position.

POSITION INFO:
Minimum Requirements: 

• Higher Certificate in Accounting, Higher Certificate in Business Management or similar
• Minimum of 5 years of experience in a similar role
• Strong financial and accounting knowledge.
• Proficiency in accounting software such as Greatsoft and Fresh Projects.
• Excellent attention to detail and accuracy in financial transactions.
• Strong problem-solving and negotiation skills.
• Ability to meet deadlines and manage multiple accounts efficiently.
• Knowledge of legal and compliance aspects related to debtor management.
• Proficiency in Microsoft Excel, including working with spreadsheets, formulae, and financial reports.

• Preparing rental and non-rental invoices 
• Reviewing of fee accounts issued by project leaders
• Verifying the invoice information and calculations for correctness and accuracy, including checking for duplications and reviewing disbursement and direct cost included on the invoice.
• Capturing all invoice numbers manually in the invoice book and checking for duplications.
• Capture the fee account in the Greatsoft Systems, processing sub-consultant fees, and separating mark-up charges from sub-consultant fees.
• Handling client debtor queries
• Updating and providing statements to clients or project leaders upon request, for Cape Town and Johannesburg office.
• Processing of payments (incl. Withholding tax payments) received from clients and notifying project leaders, the Managing Director, the Financial Director and the Creditors Administrator via email, and notifying them of possible sub-consultants to be settled.
• Manually keeping the deposit book up to date and following up on unpaid invoices
• Processing and updating the aged debtor’s analysis

• Supporting staff by providing costing information and resolving any related queries.
• Assisting with enquiries concerning debtor accounts.
• Handling questions regarding payments received.

• Registering new projects, ensuring project numbers are unique and the PRN form is verified before sending it to the Project System Administrator and Creditors Administrator.
• Registering new clients.
• Terminating inactive projects in the Greatsoft system when requested.
• Transferring of project costs between different projects as needed.

• Preparing and reviewing the monthly debtors age analysis, then distributing it to the Department Heads and respective project leaders. Drafting the Debtors Cession letter for Absa Bank and emailing the Debtors Aged Analysis and Debtors Cession letter to Absa Bank.
• Providing the Financial Director with copies of Vat Detail, Vat Summary, Allocation detail and allocation summary reports.
• Keeping a filing hard copy system of Debtor reports (Transaction fee listing, invoice listing, receipt listing, Debtor detail allocations and Debtor summary allocations

• Maintaining an organized filing system for debtor invoices and relating source documents.

• Providing support with E-query reports as needed.

• Providing support when required