Accounts Receivables Officer

Under the direction of the Accounts Receivables Manager, the incumbent is responsible for assisting with collecting outstanding balances on a timely basis and application of payments to customer accounts and supports cashflow management in an responsible manner.

JOB DESCRIPTION

JOB TITLE:  Accounts Receivables Officer

DEPARTMENT: Accounts Department 

REPORTS TO: Accounts Receivables Manager

ACCOUNTABLE TO: Accounts Receivables Manager

LIAISES WITH: Chief Accountant; Customer Serv Dept; Project Manager;  Network

Operations Centre, Radio Frequency and External Clients

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JOB PURPOSE

Under the direction of the Accounts Receivables Manager, the incumbent is responsible for assisting with collecting outstanding balances on a timely basis and application of payments to customer accounts.  The incumbent will ensure that invoices are prepared in advance and sent to customers. The incumbent will also ensure that proper cash flow projections are made and efforts are made to ensure that collections are done on a timely basis.

KEY OUTPUTS

Customer payments are kept current  

Accounts are updated as soon as payments are received 

Tickets are responded to within the stipulated time limit

All customer calls are responded to within the business day

Project and prepare weekly collection report.Google Drive.

KEY RESPONSIBILITY AREAS

Professional/Technical Responsibilities

• Prepare accurate customer invoices monthly and or as required.

• Daily interaction with customers requesting outstanding balance on a timely basis and application of payments to customer accounts.

• Request payment listing/advise from customers and match payments to invoices as specified.

• Prepare Journal Entries daily/weekly/monthly as required.

• Request and Journalize GCT withheld certificates.

• Prepare monthly summary of all outstanding GCT withheld/zero-rated certificates and follow-up with customers to submit.

• Monthly reconciliation of assigned customer accounts.

• Monthly validation of all unused credits on customer account and transfer to customer deposit. 

• Prepare weekly receivables report in google drive for assigned customers. (inserted)

• Prepare and analyse monthly assigned Receivables.

• Prepare and submit necessary evidence as requested during an audit period.

• Work efficiently in  Quickbooks, the accounting software platform. This will include overseeing all deposits, accounts receivable, chart of accounts, reviewing journal entries made to ensure that the principles of dual accounting are followed, and all other areas of the accounting system that would keep the system in sync with the company’s international auditors and its relevant paper trail processes required.

• Ensure that all tax withholding certificates are received and that the correct journal entries are created for all related invoices posted.

• Ensure management that all cheques and cash are documented appropriately to customer accounts and advise CA accordingly to ensure CA’s preparation for lodgement to the bank each day.

• Liaise with the Sales Department to ensure proper understanding of all services sold by the company so that the ability to accurately invoice customers is based on full understanding of what each product or service offers each customer.

• Communicate effectively and clearly with company personnel and client base (business, residential and state entities) as is required in order to fulfill the role.

• Ensure all Revenue Transactions relating to the requisite monthly reporting period are captured.

• Provide reports to the supervisor as needed or as requested.

• Ensure customers are sent monthly statements of accounts (SoAs).

• Ensure all new customers have a signed contract as unsigned contracts should be processed.

• Familiarize yourself with billing, cancellation, and rebate policies.

• Gain a clear understanding of the ticketing system.

• File all GCT forms and tax exemption forms.

• Communicate with customers via SMS, email, WhatsApp, and landline.

• Follow up weekly with Paymaster, BE, and JN regarding outstanding reports.

• To close the prior month's bank accounts, resolve all outstanding issues with Paymaster, BE, and JN reports by the first week of the following month.

• Work diligently to clear all entries in the suspense account.

• Use the "note" feature in the customer center of QuickBooks for all customer conversations; this is mandatory.

• If a payment from a customer is unclear regarding which invoice it applies to, or if it doesn’t match any invoice, contact the customer for verification.

• Every Friday, move all payments received from customers in the "make deposit" section of QuickBooks to the relevant register, whether USD or JMD account.

• For any changes to customer account billing, new services, cancellations, or removals, please note the relevant "ticket #" in the "memo" section of the customer balance detail

• Coordinate with related departments such as the Project Management unit to ensure regular auditing of customers with multiple locations to ensure accurate billing and service types. 

PROJECTS

• Work closely and TIMELY with the Customer Service team to determine next steps on all sensitive customer related accounting issues.

• Assure management that any relevant investigation into non paying customers, customer credit requests, missing cheques, undelivered payments, and unaccounted funds will be completed timely and brought to senior management's attention at the earliest possible time or within maximum limit of five (5) business days if it remains unresolved.   

• Assist, as requested by the accounts supervisor, with the submission of all local government taxes each month, quarter, or annual filings for Zero rating/GCT certificates.

• Coordinate system back-up with assigned IT Officer to ensure that all Accounts personnel’s files along with that of Accounting software are backed up to off-site storage periodically (thrice weekly) and accordingly.

• Resolve all outstanding customer balance account issues so that the client will be in sync with INL when making monthly payments.

• Close monitoring of inflows to ensure that collection from customers is greater than payments to vendors along with ensuring that the period of cash collection is faster than the payment to vendors.

ADMINISTRATIVE

• Ensure that the monthly invoices are sent out 19 - 21 days before the beginning of the next monthly billing cycle.

• Ensure billing is reviewed by AR Manager before dispatching to customers.

• Maintain billing cycle; billing cycle being, invoice prepared and sent out by day 19 - 21 each month for the next month, dated 1st of the month.

• Locate and send invoice copies or credit notes to customers as required.

• Adhere to policy re Sensitive Internal data, that is,  not to email/send to customer/anyone without approval from senior management.

• Review each day the Daily Revenue sheet to determine the relevant new customer billing in order to project/plan for new company revenue. 

• Review each day the daily activations channels to determine which new customer locations have been installed and completed and are awaiting new billing in the accounts team. This process will also point out those activations which remain incomplete and are to be brought to the project manager's attention if activation delays extend beyond three (3) business days.

• Verify all new customers have a signed contract uploaded in Autotask and a hard copy is kept in file cabinet.

• Liaison with customer service

• Participate in weekly meetings with Accounts Receivables department

• Work closely with Accounts Payables personnel, external auditors, Accountant and the CFO as needed to meet audit requirements.  

• Adhere to the company policy within accounts receivables and collection of funds.

• Ensure customer suspension and removals are done according to the internal accounting department policies.

• Assure senior management that customers' payments are being delivered on a timely basis.. 

• Answer and return all company or customer telephone calls during the business days 8:00 a.m. to 5:00 p.m. Mondays to Fridays.

• Keep management aware of any out-of-the-ordinary results found within Quickbooks.

• Work closely with the CRM system, Autotask, in an effort to ensure timely and accurate invoice billing to customers and all other billing related requirements.

• Exercise vigilance to ensure that all accounts related in the CRM system is acted on and closed within the timelines consistent with the departments procedures

• Interface with local bearer to coordinate the pickup and delivery of payments and cheques as needed

• Ensure admin support files Accounts Receivables and supporting documents weekly/monthly for easy accessibility to departmental staff and for future reference.

• Maintain professional attire as stipulated in the company dress code policy.

• Attend company meetings as requested by management.

OTHER

All equipment used or files created during the period of your engagement shall remain the property of Island Net.   This includes all confidential data used daily or anything company owned in your possession.

Your personal equipment (laptop, nor personal email) should not be used to conduct business on behalf of the Company

The Company reserves the right to amend and change responsibilities to meet business and organizational needs as necessary and expects the employee to perform any other duties that may be assigned from time to time

PERFORMANCE STANDARDS 

All key deliverables are satisfactorily delivered and on time

Internal and external Customer issues satisfactorily dealt with

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

Associate degree. in Accounting/Finance or a related field

CAT or ACCA Level 1 

Must have strong time management skills 

Well-organized and responsible with an aptitude in problem-solving

Good interpersonal skills

Strong analytical skills

Excellent written and verbal communication skills

Comfortable with change and complexity in dynamic environments

Team player with conflict-resolution skills

Demonstrated ability to assist senior management with any additional work as needed

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

May be required to work beyond normal working hours and on weekends

Prolonged periods of concentration

Responding to competing issues at the same time

AUTHORITY

To prepare invoices and dispatch them to customers

To report on non-paying customers 

To communicate with customers 

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