Receivables & Administrative Officer

JOB DESCRIPTION

POSITION TITLE: Receivables & Administrative Officer

DEPARTMENT: Accounts & Admin

REPORTS TO: Accountant

ROLE:  The incumbent will be responsible for managing Accounts receivables through proper screening of debtors and follow-up of outstanding amounts, as well as the operation and supervision of office administration, facilities, and records.

WORK CONTEXT: The work entails extensive verbal, written and personal contact with debtors, attorneys and a variety of public and private agencies. The position is mainly office-based but requires some fieldwork to make collections and contact clients unable to be reached by phone or email.  The administrative duties shall require some supervision of junior staff.

KEY DUTIES AND RESPONSIBILITIES:

1. Reviewing Accounts receivable reports to identify new accounts for collection
2. Clearing of new clients with Credit Chex or similar credit bureau
3. Screening and approval of credit applications.
4. Mailing out of statements to regular customer accounts or upon request.
5. Reconciliation and correction of customer statements and resolving customer queries
6. Telephone follow-up of outstanding balances.
7. Arranging for Collection of cheques from customers.
8. Physical visits to customers with overdue accounts when necessary.
9. Liaising with the Projects department personnel, Sales reps or other staff to resolve customer issues holding up payment of outstanding balances.
10. Negotiate agreements and settlements within established guidelines
11. Writing of payment demand notices to overdue customers and subsequent follow up
12. Liaising with the company’s debt collection agencies or lawyers on problem accounts
13. Chairing receivable meetings via reports and presentations.
14. Review of receivables list and making necessary corrections via credit memos, bad debts provision or other correcting entries to ensure accurate accounting records.
15. Approval of Credit notes and refunds.
16. Coordinate and maintain the service delivery of cellular phone packages and land line phones for the offices including review of monthly bills and monitoring staff allowances therein.
17. Supervision of All Admin staff including the Receptionist, Courier and cleaner
18. Approval of stationery and office supplies maintaining proper stock levels and other administrative purchases and arrangements.
19. Coordinating the servicing and replacement of Office equipment including a/c units, printers etc.
20. Establish and maintain accurate Administrative records and files such as Post incorporation filings, Property and facility records such as leases, mortgage documents and bank facilities.
21. Preparation of administrative information for Banks, tenders etc.
22. Ensuring building, offices are secured daily including maintaining spare keys
23. Maintaining proper communication of administrative matters and issues with management and staff through emails, tool box meetings etc.
24. Perform any other accounting/Administrative duties as required by thee Accountant or Director.

JOB COMPETENCIES

1. Interviewing techniques to obtain factual information.
2. Excellent Customer service orientation. Solving customer issues while maintaining good business relations and reconciling accounts positively.
3. Must have good organisation skills for effective reporting and referencing.
4. Knowledge of Debt screening and collection procedure with strong negotiation skills to achieve the company’s objective while resolving customers concerns and financial position
5. Must possess a high level of moral judgment for handling confidential information and monetary transactions.
6. Knowledge of Trinidad and Tobago Sale of Goods act and Laws governing debt recoveries.
7. Good knowledge of company products, services and procedures.
8. Knowledge of Office Administration and procedures
9. Must  have good written and oral communication skills for others to understand

QUALIFICATIONS AND EXPERIENCE

• At least three O’ Levels including Maths & English
• Accounting qualification at O’Level or entry Level 1 ACCA Professional certificate.
• Basic Office Administration studies and/or experience an asset.
• 5 years relevant experience in receivables and collections
• Equivalent Combination of qualification and/or experience.