Debtors Officer

The Job incumbent shall be responsible for maintaining the in-house Debt Collection in monitoring and checking on outstanding transactions, liaising with customers and associates on payment matters and collection, compiling status and management report.

General Description of Post

The Job incumbent shall be responsible for maintaining the in-house Debt Collection in monitoring and checking on outstanding transactions, liaising with customers and associates on payment matters and collection, compiling status and management report and ensuring prompt administration of credit collection policies and procedures.  The job incumbent shall also be responsible for working with legal department whenever required.  He/She shall maintain a high level of grooming and dress code whilst on duty.

List of Duties 

 1.    Assessment of credit risks and assists management in level of credit to be granted to customers.

• Deals promptly with credit applications received.
• Verifies that all relevant documents are attached with the credit application form / received from the client.
• Assesses credit risks: Obtain relevant information on applicants to enable management to decide on level of credit to be granted e.g.
• Seeks approval from the Finance Controller / Managing Director for opening and amendments of credit facilities.

• Latest Accounts from Registrar.
• Past business level and payment trends.
• Relevant information from sales team.

 2.    Debt Collection

• Ensures regular (daily) review of debtors’ individual accounts.
• Contacts debtors in the most appropriate ways to facilitate collections.
• Ensures follow-up procedures with the debtors and concerned salesperson to facilitate any dispute.
• Keeps proper filing of invoices and other relevant documents to facilitate reconciliation of customer accounts.
• Ensures timely despatch of Statements of Accounts and reminders.
• Follows up where debtors are also creditors in order to arrange for exchange of cheques.

 3. Credit Control

• Ensures assigned Debtors are monitored.
• Opening of credit account for new customers and extension of credit to existing ones.
• Issues appropriate feedback of credit exposure of the company with respect to its debtors

 4. Documentation & bookkeeping

• Ensure collection matches with invoicing documentation, for example, identifying proper client code and invoice number.
• Ensure that all key information pertaining to the invoice are properly and clearly recorded, for example, numerical sequences of invoices are unbroken.

 5. Reports

• Is responsible:

-      to download and circulate debtors listings

-      to follow up on clients in cases of returned cheques

-      to print the customer’s statement of Accounts and send to clients

-      Issue list of debtors on credit hold

• To assist in cash flow projection with potential recovery amounts