Billings Administrator, Debtors Specialist and Sales Administrator

Strategic Work:
 

• Support the desired outcomes/objectives of the Head: Revenue & Client Services (and the Debtors Manager, in respect of accounts-receivable duties) and, in turn, the Company, through the adherence to and execution of the tactical deliverables as outlined in this position agreement.
• Through the execution of the defined tactical deliverables, identify any/all process flaws and report to line manager, and contribute ideas for resolution and/or improvement.
• Develop a rigorous understanding of workflow across the organisation and the corresponding critical factor contribution this combined role has on said workflows, to achieve the overall desired outcomes/objectives of the business.
• Compile, analyse and timeously report accounts receivable information to the Debtors Manager / Head: Revenue and Client Services.

• Continuous checking and maintenance of rate accuracy on Parcel Perfect, with specific attention to non-standard billing rates.
• Daily billing of all client waybills, with specific attention to non-standard billing rates.
• Generate the Daily Billing Report and distribute to CEO and Head: Revenue & Client Services.
• With a thorough understanding of loaded rates, resolve all billing errors and credit re-bills, accurately and timeously.
• Daily generation and distribution of the 'unbilled waybill' report to Operations and Client Services Managers.
• Timeous generation of an accurate 'credit rebill' report, with supporting documentation — weekly execution.
• Action any/all credit rebill requests on Asana; daily monitoring, week-end completion.
• Action any/all billing-related queries/tasks received via email/Asana — daily monitoring and weekly completion thereof.
• Timeous generation and distribution of any/all client-specific reports related to billing, accurately and in line with the agreed service level/content.
• Timeous generation and distribution of monthly manual statements relating to billing, for specified clients, accurately and in line with the agreed service level/content.
• Monthly update on Parcel Perfect of 'new' fuel surcharge — before the new billing cycle commences.

• End-to-end accounts receivable process, including:
• Safekeeping of customer trading terms, SLAs and contracts.
• Credit note investigations and feedback to the Debtors Manager / Head: Revenue & Client Services.
• Timeous resolution of any/all queries and/or discrepancies.
• Timeous electronic distribution of statements, invoices and credit notes to customers.
• Gatekeeper of the Accounts Receivable query email address: respond to queries where possible, alternatively escalate the email/s to the responsible employee for action and resolution.
• Identify and address any potential credit risks and timeously report to the Debtors Manager / Head: Revenue & Client Services.
• Ensure compliance with internal controls and regulatory/statutory requirements.
• Assist with internal and external audits.

• Compile timeous (24-hour lead time) and accurate rate proposals for the Sales division, as and when required.
• Compile timeous (48 hours from request or per SLA) and accurate freight audit and client-specific reports, as and when required.
• Initiate, facilitate and drive to completion the credit application process — on Asana.
• Continual update and maintenance of the Client Information database across platforms — Parcel Perfect & Asana.
• Accurately and timeously load, update and maintain any/all new and/or existing client rates on Parcel Perfect.
• Accurately and timeously load, update and maintain any/all user login details on Parcel Perfect.
• Timeously facilitate and drive the 'annual rate increase' process, and accurately input final rates on Parcel Perfect.
• Provide timeous, detailed feedback pertaining to all rate queries, both internally and externally, as and when required.
• Generate any/all Insight reports by the 10th of each month (report detail/content per the client SLA) — timeously distribute to client/s.
• Generate and analyse client-specific reports — billing/volume/shipment data — as per client and/or Senior Manager requirement/s.
• Generate and distribute timeous and accurate Commission reports and Client Visit roster/reports to the National Sales Manager and any other relevant internal stakeholder.
• Distribution of newsletters (fuel/news updates) to clients via Parcel Perfect.

• Act as employee backup across the Billing, Debtors and Sales Administration functions, and the Trade Desk team, as and when required.
• Facilitate and/or execute ad hoc projects/tasks within the Revenue team as requested by the Head: Revenue & Client Services, Debtors Manager, Financial Manager, Chief Financial Officer and/or other Senior Manager/s.
• Participate in any/all training as directed by the Company, and further demonstrate skills obtained as such.
• Drive all workflow through ASANA.

• Minimum requirement — Matric Certificate. Tertiary qualification advantageous — degree/diploma in a Business/Sales/Finance/Accounting discipline.
• Demonstrable experience in a billing, invoicing and/or administrative environment; minimum 2 years' demonstrable experience in accounts receivable and debt collection — Freight/Logistics Industry advantageous.
• Fundamental comprehension of accounting and bookkeeping principles.
• Administrative acumen.
• Attentive and meticulous, with strong attention to detail and the ability to work independently under minimal supervision.
• Professional, personable and polite.
• Customer service orientation — ability to build and maintain strong customer relationships.
• Effective communication skills, both verbal and written.
• Resilient, reliable and adaptable; able to work effectively in a fast-paced, deadline-driven environment.
• Proactive thinker, with strong resolution skills.
• Effective time management skills with the ability to prioritise tasks accordingly.
• High levels of integrity and confidentiality.
• Proficient use of MS Office (strong command of Excel), CRM, financial/accounting software and parcel management system/s, and ASANA.

• All work must be performed in accordance with the contents of the employee's relevant Position Agreement.
• Within reason, each employee may be asked to cover other areas of accountability and/or perform other departmental functions. This includes transfers to other departments if/when deemed necessary and in line with the company's operational requirements.
• Acknowledge and understand all Company policies and procedures and accept and execute as such.
• Encourage, embrace, and foster a positive and collaborative work environment within your team and across the organisation.
• Endeavour to uphold the Company culture, standards, and values daily.
• Act reasonably and responsibly regarding any/all Company assets.
• Act with integrity, both within and outside of the business parameters, thereby promoting the Comapies professional image and brand.
• Uphold client and company information confidentiality.
• Be mindful and respectful of each employee's race, religion, and gender orientation as set out in the Basic Conditions of Employment Act.
• Do not incite or encourage violence and/or illegal work stoppages.