Accounting Officer - Receivables

The Accounting Officer - Receivables is responsible for ensuring that R. A. Williams Distributors receives payments for products sold to customers and for providing financial, administrative and clerical services.

Accounting Officer – Receivables

The Accounting Officer - Receivables is responsible for ensuring that R. A. Williams Distributors receives payments for products sold to customers and for providing financial, administrative and clerical services. The duties include ensuring accuracy and efficiency of operations, processing and monitoring incoming payments, and securing revenue by verifying and posting receipts.

II. Job Duties

• Ensure timely collection of monies due to the organization.

• Post customers payments by recording cash, cheques, and card transactions.

• Monitor and report on deviations from credit standards.

• Conduct credit checks on all customers, monitor and manage credit limits.

• Reconciliation of customer accounts.

• Investigate customers’ issues concerning outstanding invoices.

• Receive cash and/or cheques collected from drivers, customers, and sales representatives.

• Process and apply customer payments accurately and promptly. This includes verifying cash-on-delivery (COD) payments at the time of delivery and ensuring credit customers adhere to their agreed-upon credit terms.

• Assist sales representatives by acting as a point of contact for customer-related issues concerning past-due invoices, payment inquiries, and account reconciliation. This includes providing updated customer statements and ensuring credits for returned goods are processed promptly by the relevant departments.

• Prepare reports of collections for sales representatives, when requested.

• Maintain the aged receivables portfolio by regularly generating and reviewing listings of outstanding balances.

• Update customers’ account statuses (credit limits, putting/releasing accounts on hold) Invoicing and Accounting Process

• Manage cash application making sure all cash receipts are applied properly.

• Provide weekly updates on aged receivables and collections (actual vs budgeted) to the relevant stakeholders.

• Audit customers’ accounts to ensure the accounts are in good standing and carry out the necessary steps should any issue is identified

• Conduct regular audits of customer accounts to maintain accuracy and address potential issues. Work collaboratively with customers and sales representatives to resolve various discrepancies, including but not limited to non-payment, missing invoices, payment application errors, or other assistance needed to facilitate full and timely payments.

• Register payments collected, matching them to the relevant invoices and batching group deposits (Odoo)

• Prepare in-house deposits to the respective banks, Follow up with the sales representatives regarding weekly bank deposits.

• Reconcile payments via bank transfers

• Assist with the preparation and issuing of customers' monthly statements.

• Handle customer calls and provide the relevant information/assistance

• Investigate customers issues concerning outstanding invoices.

• Prepare monthly reports.

• Manage assigned portfolio per region. Other Duties and Responsibilities

• Recommend improvements on the quality of invoicing and collection procedures.

 III. Education/Training/Experience

•Bachelor’s Degree in Accounting, Business Administration or Finance.

•2-3 years’ experience in a similar position

• Proven ability to calculate, post and manage accounting figures and financial records accurately.

IV. Skills

• Knowledge of Financial software

• Solid understanding of basic accounting principles, fair credit practices and collection regulations

• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)

• Ability to multitask, prioritize, and manage time efficiently

• Excellent verbal and written communication skills; able to negotiate, establish, and process contracts