KEY DUTIES & RESPONSIBILITIES
Operations
Regular follow up on all outstanding debts-calling customers who have outstanding debts to pay in good time and explaining to them the consequences of being a bad payer.
To ensure that all accounts to be allocated accordingly to have clear outstanding balances on the customers' statements
Ensuring all the receipts from debtors are posted to show correct aging.
Accountable for handing over the Cash / Cheques collected to the Cashier and shall be responsible for any money mishandled, deficits or losses that may be incurred whilst in his/her care.
Immediate follow up with Dispatch and G4S for ready cheques if not collected within 12hrs.
Putting on hold any due account that has not been paid. It involves liaising with the line manager to block the customer from further supplies until the account is settled.
Maintaining the cheque register by ensuring all incoming cheques and cash are entered in the respective customer accounts.
Ensuring that all customer statements are printed out every 1st day of the month and sent to the customer with Monthly Delinquency notices if necessary.
Implement and follow all approved Standard Operating Procedures and all defined Policies of the Company as per the Quality Management System.
Customer Service
Keep a good Customer relationship with the Customer to ensure effective resolution of any issues that may arise on Payment terms and agreements.
Resolving and reconciling customer queries & disputes to facilitate timely payment of their account, involving getting certified copies of credit notes, invoices and delivery notes. Also following up on the goods returned and not issued with credit notes.
Ensuring that all underpayments to customers to are communicated in writing.
Customers queries/concerns to be solved within 12hrs.
Ensure all credit notes are scanned to customers.
Accountable for handing over the Cash / Cheques collected to the Cashier and shall be responsible for any money mishandled, deficits or losses that may be incurred whilst in his/her care.
Preparing debtors aged analysis and referring difficult to collect customer account to authorized debt collection agents if required.
Ensure files are labelled correctly as per ISO requirement.
Reduce the number of receipting errors in all journals except the VAT journals by 70% on September and 90% by end of October.
Reporting
Weekly reporting to the immediate supervisor / manager.
Monthly reporting to the immediate supervisor / manager.
Perform any other duties that may be assigned to you by the Management.
Qualifications, Skills and other prerequisites
Bachelor's degree or Background in Finance /Accounting.
2-4 years of experience in the same field.
Special Requirement
Must have a minimum of two (2) years industry (Pharmaceutical/Healthcare Products Distributor) experience
Experience
Solid knowledge in the field.
Knowledge of systems i.e., SAP.