Primary Purpose of the Job
To manage the national debtors' book of the firm. To manage a team of credit controllers and admin staff to ensure the prompt collection of monies owed to the firm, with the assistance of Credit control team leads
Main Duties and Responsibilities
Reporting
Oversee monthly Target Report calculation and weekly distribution to all controllers & HOF
Oversee Top 15 National & Regional to provide to HOF, CFO Oversee Top aged debtors to provide to service line heads twice a month
Report improvements - continuous effort to improve reports enabling us to better understand debtors' book.
Daily receipt totals to HOF & CFO
Monthly report on debtors with credit balances for VAT calculation Monthly account monitoring reports of problematic clients to CFO upon request
Training
Adhoc training to all staff members as required
Regular reminders on processes
Partner Follow Ups
Following up with partners who have long outstanding debtors to push for resolve
Challenging Clients
Where the controllers are facing challenging clients the NCM will step in and directly contact the client & partner to assist with the resolve
Business Rescue
Keep track of clients under Business Rescue
Liquidations
Keep track of clients in Liquidation
Hand Overs
Sending of Hand Over Packs to MC van Dyk prepared by the credit controllers
Keep track of clients handed over to MC van Dyk
Responding to monthly status emails received from MC van Dyk
Attorney
Sending of Hand Over Packs to our attorney, Keith Lang, prepared by the credit controllers
Maconomy client data
Review data for changes made on the system to ensure proper supporting documents were received and saved - making use of the report sent out by Digitech
Reviewing data for missing items ensuring the credit controllers are following up and keeping it up to date
Monthly / Bi-Weekly meetings
Drive recurring meetings to review overdue & large accounts, as well as any items required for discussion
Drive regular meetings per controller to review the books
Drive regular meetings with partners should the need arise
Drive regular meetings with service line leaders to address long outstanding debt and challenging clients/partners
Staff support & guidance
Regular check in with staff members providing support and guidance as required
CRM, Risk & Digitech Collaboration
With the view to ensuring alignment with all operational areas, to ensure processes and workflow are communicated and compatible to all
Efficiency improvement
Continuously strive to review and improve processes and procedures to produce efficiency in all that we do
Clear processes & procedures
Regular reviewing, updating, documenting and communication of processes and procedures to the team
Standard Collection Letters
Producing & upkeep of standard collection letter templates for approval by CFO
Debtor Provisions overview
Ensuring provisions are adequate and approved by CFO
Staff training, development & motivation
Researching and finding courses for the controllers to attend
Approval of demand letters
Signing of demand letters to be sent to clients
Ensuring partners are aware and in agreement
Maintain partner controller list
Regular upkeep of partner, controller list for distribution to team & Digitech or any other parties as required in collaboration with Team Leads
Portfolio per controller
Reviewing portfolio per controller to ensure fairness within the team
Staff reviews
As set out by P&C
Statement Run and Invoice Run
Reminders to staff and checking on updating of reconciliations, credit controller allocations, missing email addresses
Updating and distribution of the No Send List
Perform the statement run on Maconomy CloudPerform regular invoice run on Maconomy Cloud
Statement Run Check
Distribute list of undelivered emails to controllers
Team leave applications
Review and approve leave applications on ESS
Review leave balances to ensure leave is being taken
Performance management
Should any staff member be identified as underperforming, follow the required Performance Improvement processes to effectively train and manage the staff member back to the required level of performance for their role
Maconomy improvements & functionality
Investigation of Maconomy functionality and implement new functionality where required in collaboration with Digitech
Client Refund Approvals
Reviewing and approval of client refund requests
Ensuring relevant documents have been included
Ensuring correct procedures have been followed
Assisting with marking clients inactive / active
In line with risk requirements and activity levels
WHT Calculations
Overseeing WHT calculations done by Team Leads in Maconomy
Ensuring the correct supporting documentation has been received
Monthly Calendar
Creation and distribution of our Monthly Schedule to all credit controllers, and or other persons as required.
Annual billings schedule and reminders
Creation and distribution of our Annual billing Schedule to service lines and billing reminders
Client Payment Arrangements
Reviewing and acceptance of client payment arrangements
Where required due to large balances, obtain approval from Partner / CFO
Global incoming payments
Reviewing global incoming payments, do first approval and request HOD second approval
Send swift report to team
Send bank statements to team when admin lead is not available
Intercompany debtor follow-ups
Oversee admin team process for following up on intercompany debtors
Requirements
Qualifications
Post Matric qualification
Work Experience
Minimum 5 working experience
Working within a tea
Knowledge
Working knowledge of credit control/collections practices/procedures
Good knowledge & understanding of Maconomy & our processes
Technical Competencies
Accurate and detail orientated
Microsoft Office Applications - All