Debtors Administrator
Tower Group
- Cape Town, Western Cape
- Permanent
- Part-time
- Whether the customer has responded upon receipt of the invoice?
- Whether there are sub-contractor invoices on the file that are unpaid due to poor administration on the part of P&I
- Update the debtors register daily and email to the financial manager to enable progress tracking.
- Applying standard rates to calculate specific office expenses for inclusion into the invoice.
- Preparing the invoice with the relevant charges/ fees and verifying the calculations and information are correct.
- Preparing a schedule of invoices and submitting to the Bank to secure the rate of exchange for conversion of rand/ dollar currencies.
- Ensuring the correct billing instructions have been obtained from the client.
- Forwarding the invoice, after approval by the Branch Manager, to the relevant client.
- Update schedules and the relevant working files with the details of the payment against the invoice.
- Prepare a reconciliation schedule reflecting client payments against sub-contractor invoices and submit to the Finance Department.
- On an ongoing basis, send reminder emails to clients that haven't paid and escalate to the Finance Manager and MD as deemed necessary.
- Determine whether funds (FIA or payments) have been received from client to enable payment of supplier invoice without risk to.
- Ensure that the Branch Manager correctly authorizes payment of invoice and forward same to the Finance Department for secondary reconciliation and ultimate payment authorization.
- In case of overdue payment of invoices, advise sub-contractor and request patience and forbearance. More generally, attend to any invoicing or payment queries from suppliers/ service providers.
- Where payment is excessively overdue, contact the Finance Manager & MD and request permission to pay the invoice notwithstanding lack of funds from/non-payment by client.