Finance: Head of Department – Cashbook & Debtors’ – Southern Suburbs – Cape Town

JOB PURPOSE

Our client based in the Southern Suburbs of Cape Town is looking for a Head of Department to manage the full Debtors function, Cashbook and Payment functions

This involves ensuring that all daily payments are correctly and timeously processed, with the correct cost allocations and ensure that documents are correctly filed in the correct digital folders

This will include the management of 2 teams, the payment and cashbook team (7), and the debtors/credit controlling team (4)

The successful candidate will join a successful, well established business, working with an energetic and fast-moving team

If you would like to build your career in a fast paced, dynamic environment where opportunities are endless, then we encourage you to apply

 

FUNCTIONS & RESPONSIBILITIES

Cashbooks:

Management of all once off payments are made on time as per procedure

Management of the monthly Recurring payment schedule, that all invoices have been received from suppliers and payment requests have been made as per the procedure

Review monthly recurring payment schedule for accuracy and completeness of payments

Ensure and manage that all bank reconciliations are up to date as per due dates, and the monthly processes are being completed by staff as per the procedure

Ensure correct allocation of payments by using the Chart of accounts prepared by the Bookkeepers

Capturing of deposits/receipts and payments to correct accounts, based on the correct referencing used by clients

Daily capturing of the receipts is processed correctly by way of an upload to the accounting system

Develop, implement, and maintain systems, procedures, and policies to ensure adherence to company guidelines. Revise and implement policies and procedures currently in place and update as the need arises

Ensure all queries are concluded daily and escalation paths are introduced and monitored, within the agreed timeframes

Perform competency tests for all staff to ensure staff are familiar and following standard departmental procedures.

Perform yearly performance reviews for staff

Daily reporting on all overdue payments to management by way of an online reporting form

Ensuring all emails are attended to and answered within the agreed timeframe

Respond to all audit requirements and addressing findings

 

Debtors:

Ensure efficiencies and effectiveness of day-to-day accounts receivable function

Establish work standards, develop, and maintain effective workflows and operating procedures

Management and ensuring that client queries are dealt with within 2 days, providing accurate advice on all queries

Undertake and review account reconciliations where required

Ensure management of all daily tasks and emails are cleared with correct responses via templates

Manage the debt collecting procedure is followed and debt is collected in the agreed timeframe and managed by way of reviewing the age analysis on a daily, weekly, monthly basis as agreed with management

Review and submit all overdue clients to management on the daily report and steps followed to collect the debt

Ensure that all late paying clients receive the correct form of communication / letters when defaulting the terms of their contract/agreement/lease as per the procedure

Liaising with Legal team to hand over clients after the teams have sent out all notices as per the agreed procedures

Follow up with the Legal team on time frames given and ensure that the legal process is being followed until the full recovery of the debt

Attend and prepare for litigation meetings monthly and update records, accordingly, chasing the attorneys where necessary

Implement and regularly review the various divisions debt recovery processes

Provide reporting to management as required, by completing an online reporting form

Review of system of internal controls and management and promotion of more effective management systems

Check that all customer adjustments are processed and have the relevant approvals as per the agreed procedure

Management of the Levy Clearance procedure, and ensuring the certificates are sent to the attorneys

Ensure Customer refunds are completed timeously as per the procedure

Ensure statements are sent to clients as per the agreed due date

Daily reporting to management on any overdue letters/statements, queries, by completing an online reporting form

 

REQUIREMENTS

Relevant Accounting qualification

Credit Management Level 3 advantageous

 

Experience and Knowledge:

3-5 years team management experience

3-5 years’ experience in a debtors and cash books

Accounts payable and accounts receivable processes and bank reconciliations

Solid knowledge of the debtor’s function, bank reconciliations, and payment function

 

Skills and Attributes:

Computer literate (Google Docs)

Ability to work on Spreadsheets, filtering, calculating, formulas

Communication skills

Proven organizational skills

Able to perform under pressure

Manage and meet deadlines

Ability to manage multiple projects simultaneously

Responsible, accountable, and dedicated

Good team management skills

 

WORKING HOURS:

Normal working hours are Mondays to Fridays from 08h00 until 17h00 with a 45-minute lunch break

The company allows employees, by approval of the direct manager, to work flexi time between 07h00 and 18h00

Interested?

Should you meet the above requirements, we urge you to please apply by forwarding your CV along with any supporting documents to info@glass-house.co.za

Contact will only be made with shortlisted candidates. Should you not hear from us within two weeks, please consider your application unsuccessful

More Information

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Contact Us

17 Waterville St,
Sunningdale,
Cape Town
info@glasshouserecruiting.co.za
+27 21 554 5309 / +27 21 200 6629