Debtors Administrator

Managing the F&I Debtors book

• Distribution of monthly statements (Xpertek generated) and (Finance department prepared) to clients.
• Monitor Daily Banking (Main Bank account / F&I Bank account).
• Allocation of payments and non-payments on both Xpertek and manually captured deals on Excel.
• Monthly interest capture on Evolve.
• Monthly debit order scoping for all local clients on Xpertek.
• Monthly debit order loading on Business Online for local clients.
• Arrear Account Management:
  • Communication with respective sales persons / clients in respect to late payment and arrear amounts.
  • Updating and maintaining department reports (Arrear Report / Debtors ageing’s / Bounced Reports) with l latest amounts and feedback.
  • Preparation and issue of Letters of Demand.
  • Perform risk analysis on debtors and preparation of Repo Clients Files.
  • Sinosure Reporting > 60 days – Feedback provided to Sinosure representative on a needs basis.

Assisting with managing the overall Company’s Debtor book

• Ensuring timely collections on outstanding payments.
• Reconciling accounts and resolving discrepancies with efficiency and professionalism.
• Maintaining accurate records of all interactions and transactions.
• Preparing monthly reports of all interactions and transactions.
• Collaborating with finance team to improve processes and ensure alignment with company policies.
• Implementing effective credit control procedures to minimize bad debt.
• Building and maintain strong relationship with clients to facilitate the prompt payment.

Assisting with adhoc creditors payments.

• Ensure invoices are matched against requisitions, purchase orders and goods received notes with reference to quantities, quality, description and price.
• Ensure invoices are matched against approved requisitions, purchase orders and goods received notes with reference to quantities, quality, description and price.
• Ensure invoices related to contracts agree to the contract.
• Ensure the correct GL account & vendor account is utilised when processing invoices in Account Payable module.
• Ensure that the correct VAT is applied to invoices.
• Preparation and submission of creditors’ reconciliations.
• Timeous payment of invoices and follow-up on AP queries.
• Forward remittance advices to suppliers after completion of payment run.
• File all invoices after payment run according to the agreed filing protocols.
• Maintain a good relationship with finance department.
• General administrative duties and special project work as required.
• Any reasonable and lawful tasks required from superior from time to time.