Overview: Job purpose and deliverables
Core purpose of the role
To manage the debtor’s billings and collections team in order to achieve the required targets in a timely manner, to optimise cashflow and contribute to profitability and sustainable growth for stakeholders while focusing on excellent service delivery.
Key deliverables and outputs
1. Strategic/Financial
? Maximise the Avis RAC and Leasing cash flow recovery within the agreed parameters.
? Sign off various General Ledger (GL) recons by 15th of each month
? Check and sign off Credit account recons monthly
? Create monthly bad debt provision reports
2. Operational
Debtors
? Distribute age analysis to Receivables Supervisors by the 3rd working day of every month
? Calculate arrears percentages for each Segment and Department
? Analyse arrears and determine plan of action for collection on a monthly basis
? Review cash allocations to ensure timeous and accurate allocation
? Conduct monthly meetings with segments to determine monthly progress on overdues
? Ensure that correct collection targets are set with Supervisors and staff
? Customers are contacted when escalation procedure has been exhausted by Receivables Supervisors
? Ensure that the legal process has been followed, sign off on suspension of accounts and communicate with relevant
stakeholders
? Customer legal file is checked for accuracy and completeness
? Make decisions on customer queries and resulting actions (as required) that have been escalated from the Supervisor:
Receivables, to facilitate excellent customer service
? Raise and escalate customer disputes or queries to the Senior Manager: Receivables
? Monitor customer accounts in order identify and communicate issues and risks to the broader business
Administration and Reports
? Consolidate arrears vs payment reports into the board report by the 5th working day of every month
? Compile, consolidate and submit board reports by the 7th of every month
? Consolidate and distribute Sales report to relevant stakeholders by the 7th of every month
? Submit detailed and graphical arrears report per segment to Senior Manager: Receivables by the 10th of every month
Customer Visits
? Prepare meeting agenda and objectives
? Top overdue customers are visited monthly
? Compile meeting minutes and action plan
? Monitor success of meeting action plan
Quality Assurance
? Spot check reconciliations for accuracy, actioned queries, notepad and cash allocations
? Check accuracy and legitimacy of adjustments within correct limits of authority
CSI
? Provide contact details of customers to MRM Support
? Address CSI verbatim feedback with supervisors and provide information on actions taken to relevant stakeholders
? Manage and provide training to poor CSI performers
3. Stakeholders (internal & external customers, suppliers, shareholders, communities)
? Manage difficult customer interactions with key role-players to effectively achieve collection targets.
? Pro-actively engage with key internal stakeholders (Operations, Sales Customer Service and IT) to resolve any issues and
drive continuous improvement.
? Attend daily huddles and other team meetings as schedules
? Attend Sales meetings monthly within scope
4. Employees
? Provide clear direction and decisive leadership to direct reports, ensuring all are aligned to the goals and have a clear
purpose.
? Set clearly defined performance standards / targets for direct reports, holding them accountable to achieve these and
providing support and guidance where needed.
? Create and maintain a constructive atmosphere within the team, engaging and motivating direct reports to always give
their best, while respecting any areas of diversity (whether areas of expertise, cultural, gender, age, background, etc.)
? Ensure direct reports adhere to set business policies and procedures, emphasising the importance of general discipline at
work and objectively correcting and handling any deviations as they arise.
? Resource and staff the team appropriately, considering the relevance of current and new jobs as well as the most suitable
ways in which to place or replace any vacancies.
? Set the example to the team and deliver on the employee value proposition by leading the team and the business in line
with the Avis Leadership Behaviours.
? Support and encourage direct reports to drive their own individual development plans in order to further grow as
professionals in their jobs.
Internal and External Stakeholders
The role requires close engagement and collaboration with key internal and external stakeholders such as:
Internal stakeholders
Sales teams, Operations teams, IT, HC, Tenders team, Finance team
External stakeholders
Customers, suppliers (collection agencies and attorneys), banks
Overview: Essential individual competencies to be successful in the job
Academic Qualifications
Essential:
? Relevant Finance Diploma/Degree
? Valid driver’s license
Advantageous:
? Relevant post-graduate Diploma/Degree
Note: Quarterly national travel to conduct customer visits will
be required, including monthly local visits.
Work Experience
Essential:
? Minimum 7 - 10 years debtors management
experience
? Minimum 1 – 3 years management experience
? Previous experience working with debt collection
agencies and attorneys
? Exposure to dealings with Government departments
or structures and Corporate companies
Advantageous:
? Previous experience on collecting from individuals
Knowledge
Essential:
? Broad cross-functional knowledge of Operations,
Sales, Customer Service, IT
? Knowledge of various legislation (e.g. National Credit
Act, Protection of Personal Information Act (POPI),
Companies Act, Consumer Protection Act etc.)
? Basic knowledge of LRA and BCEA
? Advanced knowledge of collection systems
? Basic knowledge of contracts
? Advanced Financial Acumen
? Broad Business Acumen
? Broad understanding of banking systems and
processes
? Keep abreast of legislative and financial changes
(e.g. interest rates, charge back rules etc.)
Advantageous:
? Broad knowledge of SAGE X3 and Wizard
? Broad knowledge of internal Avis business
processes
? Advanced Car Rental / Fleet Management Industry
acumen
? Developed knowledge of credit management
principles
? Basic knowledge of liquidations and business rescue
procedures
Skills
Essential:
? Well-developed numerical reasoning and interpretation
skills for reconciliation
? Well-developed advanced written comprehension and
reasoning skills
? Well-developed discretionary skills to negotiate with
customers
? Well-developed analytical and diagnostic skills to
evaluate situations using multiple sources of
information
? Well-developed solutioning and problem-solving skills
? Multi-tasking skills
? Computer, technology and systems skills (Advanced
MS Excel, MS Office literacy, working knowledge of
other operating systems e.g. Sage and Wizard)
? Highly developed communication skills
? Well-developed Internal resilience (EQ) and
interpersonal skills
? Well-developed conflict resolution skills
? Ability to coach and mentor others
Personal Attributes
Essential:
? Must have passion for collections
? Commitment to behaving correctly and ethically
? Customer centricity and focus
? Focus on getting things done
? Focus on initiating action
? Commitment to maintaining business awareness
? Remain resilient with stress and pressure
? Concern for leading others and our culture
? Readiness to make and own decisions
? Focus on convincing and persuading
Important:
? Preference for team working
? Preference for planning and organizing
? Concern for working within parameters
? Concern for communicating clearly
? Focus on analyzing and solving problems
? Concern for valuing and appreciating others
? Passion for optimizing business performance
? Focus on innovating
Competencies
Essential:
? Upholding standards
? Interpreting data
? Empowering individuals
? Meeting timescales
? Following procedures
? Making decisions
? Taking action
Important:
? Establishing rapport
? Managing tasks
? Examining information
? Providing insights
? Documenting facts
? Convincing people
? Team working
? Showing composure
