Job Description

Main Function:

Ensure all products dispatched per driver are reconciled - accounting for cases and kgs. Ensure all returns and tally sheets received are complete and accurate.

Reviewing and Processing Invoices.

• Reviewing invoices to ensure they are appropriately signed by customers, accurately entered and updated to the AR Trade account within 24 hrs.
• Ensure the accurate and timely processing of credit notes for wholesome products returned.
• Ensure the identification, processing and approval of authorized adjustments for weights and price discrepancies.
• Ensure all customers are sent a corrected copy of their invoice within 24 hrs. where applicable.
• Conducting routine audits of drivers’ manual invoice books.
• Ensure bins are reviewed and appropriately cleared post billing.
• On a weekly basis review all exception reports to ensure they are appropriately cleared post billing.
• Process invoices where there is a departmental need.

Processing collections and receipts.

• Accurately reviewing and reconciling all proceeds received on company’s behalf, including staff sales and window sales.
• Ensure all proceeds are accurately updated to the customer’s account.
• Ensure all adjusting entries are done for authorized none or late payments.
• Perusing POS and all cheques received to ensure accuracy.
• Preparing daily lodgments accurately by ensuring cash and cheque payments received are lodged intact and handed over to courier.
• Ensuring the maintenance of meticulous records of receipts and lodgments for easy reference and audits.
• Conducting routine audits of drivers’ receipt books.
• Promptly, accurately and completely updating customers’ accounts with receipts where there is a departmental need.
• Ensure petty cash is appropriately disbursed and maintained.
• Promptly advise the relevant stakeholders of any shortages.

Customer Payment Application

• Ensure the accurate allocation of customer payments to the appropriate invoices as per the customers’ allocation instructions.
• Ensure the maintenance of meticulous records of customer payment instructions for easy reference and audit.

Efficiently Monitoring customer accounts.

• Generating transaction reports to address partially or unallocated payments.
• Promptly review transaction and ageing reports to reconcile accounts and resolve discrepancies.
• Small unpaid balances (up to the approved amount) on invoices, debit notes and small unallocated balances on cash receipts and credit notes are written off on a weekly basis.

Reporting

• Submitting lodgment reports timely and accurately to the relevant stakeholder.
• Ensure the submission of unprocessed cash receipt and invoice reports to relevant stakeholders.
• Preparation and timely submission of the Driver Offence tracker report.
• Prompt monthly submission of the departmental check sheet report to the Sales Accounting Manager and Assistant Manager.
• Prompt preparation and submission of Direct Summary report where applicable.

Maintenance and Enforcing of Procedures

• Prompt identification of breaches.
• Ensure the appropriate recording of breaches.
• Reporting breach to the relevant stakeholders.
• Providing documents in support of audits per breach detected.

Scheduling

• Ensure vacation schedules are prepared and submitted.
• Ensure weekend work schedule is done and communicated to the team.

Demonstrated Knowledge, Skills, Experience

• Bachelor’s Degree in Accounting, Business Administration or related field.
• Intermediary knowledge of Microsoft 365, including Microsoft Excel, Microsoft Word, Microsoft Outlook.
• Strong working knowledge of accounting principles and transaction recording standards.
• Solid understanding of compliance to SOP’s.
• Good analytical and problem-solving skills.
• Organizing skills.
• Effective time management skills.
• Meticulous record maintenance skills.
• Ability to work flexible hours.
• Good interpersonal and collaboration skills.
• Strong written and verbal skills to communicate with all levels of the organization.
• Ability to maintain and preserve strict confidentiality.