Reporting to: Financial Controller
Job Description
1. Prepare monthly rental invoices and contracts
a. Ensure their correctness before presenting them to the designated personnel who will in turn check for accuracy and make any necessary adjustments (where warranted), and return them to you to effect any changes
b. Once final approval has been received, you are responsible for dispatching:
i. immediately for New billings
ii. generally on the first business day of a month for recurring billings
2. Record all invoices and contracts in the required book and/or spreadsheet, and give proper
follow up to ensure signed contracts are returned by customers and the receipt dates are
recorded
3. File all contracts with their corresponding invoices in an organized manner on a daily basis
4. Work closely with the Sales and Marketing team to ensure proper customer billing and follow up to ensure that the customers receive pertinent documents
5. Perform all necessary account reconciliations
6. Monitor customer accounts for non-payment, delayed payments and other irregularities
a. Report delinquent accounts in an organized manner prior to any billing taking place
and making suggestions when billing ought to cease
7. Investigate and resolve customer queries
a. Find and use accounting data to resolve accounting problems and discrepancies
8. Effect cancellations according to instructions received
9. Generate and apply credits to customer accounts where approved by Management
10. Update the job docket management worksheet with required invoice details for completed jobs, on a weekly basis
11. Update customer payments log with details of payments received on a daily basis
12. Assist with the creation of sales orders and invoices for production jobs as required
13. Assist with posting of customer payments as required
14. Assist with generating monthly customer statements and related accounts receivables reports
using accounting software and Microsoft excel as required
15. Assist with collections on an interim basis when called upon
16. Investigate and resolve customer queries
a. Find and use accounting data to resolve accounting problems and discrepancies
17. Adhere to all accounting and other company policies
18. Maintain a clean work area
19. Assist in any other duty or task that may be assigned by Management time to time
Education and Experience
Knowledge of accounts receivables
Knowledge of office administration and procedures
Knowledge of general bookkeeping procedures
Knowledge of general accounting principals
Proficient in relevant computer software
Knowledge of regulatory standards and compliance requirements
1-3 years accounts receivable and general accounting experience
Key Competencies
Planning and organizing
Attention to detail and accuracy
Information Management
Problem analysis and problem solving skills
Teamwork
Customer service orientation
Communication skills
Sense of Urgency