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
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
