Accounts Receivable Specialist

Job Purpose

The AR Senior Officer is responsible for managing customer accounts, issuing accurate invoices, and ensuring the timely collection of payments. This role involves frequent follow-up with customers regarding outstanding balances, reconciling accounts, and resolving payment discrepancies. The AR Senior Officer maintains accurate records of all transactions and supports month-end closing activities related to accounts receivable.

Key Responsibilities

1. Invoicing (50%)

• Generate and issue customer invoices accurately and in a timely manner, ensuring all necessary documentation and approvals are in place.
• Ensure compliance with contract terms, pricing agreements, and tax regulations when preparing invoices.
• Process adjustments, credit notes, or revised invoices as required.
• Track invoices to confirm receipt by customers and ensure prompt billing cycles.

2. Payment Collection and Account Reconciliation (25%)

• Regularly follow up with customers on outstanding payments to facilitate timely collections.
• Identify and escalate overdue accounts for further action if necessary.
• Apply incoming customer payments accurately and timely to the correct invoices and customer accounts.
• Assist in the preparation of monthly cash flow reports and VAT returns.
• Reconcile customer accounts by comparing incoming payments to outstanding invoices, identifying discrepancies, and ensuring accuracy in financial reporting.
• Collaborate with customers to address any concerns or disagreements related to billing, ensuring timely resolution.

3. Month-End Closing and Reporting (20%)

• Perform month-end closing activities related to accounts receivable, ensuring all payments are applied and outstanding balances are reported correctly.
• Prepare ageing reports to track overdue balances and identify high-risk accounts.
• Provide updates to management on collection status, overdue accounts, and potential write-offs, including provision computation for expected credit losses in conformity with accounting standards.
• Ensure compliance with the company's internal controls and accounting policies related to accounts receivable.
• Support financial audits by providing necessary documentation and reports related to accounts receivable.

4. Other Duties as Required (5%)

• Carry out additional finance and accounts receivable responsibilities as assigned to support departmental objectives and business requirements.

Qualifications

Minimum Qualifications

• Bachelor's Degree in Commerce, Accountancy, or equivalent discipline.

Minimum Experience

• Minimum of 3 years of experience in Accounts Receivable or a related financial role.

Required Competencies

Advanced Excel Proficiency

Demonstrates advanced proficiency in Microsoft Excel, including the ability to use complex formulas, pivot tables, and data analysis tools. Essential for managing and analysing accounts receivable data, creating financial reports, and ensuring accurate invoicing and payment tracking.

Multi-Tasking

Effectively manages multiple responsibilities simultaneously, such as generating invoices, following up on payments, and reconciling accounts. Ensures essential tasks are completed efficiently without compromising accuracy or timeliness.

Experience with ERP and Online Platforms

Proficient in using ERP (Enterprise Resource Planning) systems and other online financial platforms to manage invoicing, payment processing, and account reconciliation. Critical for efficient transaction management and accurate financial reporting.

Collaboration

Strong collaboration skills with the ability to work effectively across different functions, including the Accounts Payable team. Involves coordinating efforts, resolving issues, and ensuring smooth operations through teamwork and effective communication.

Independence

Ability to work independently while adhering to established guidelines and priorities set by the supervisor or manager. Demonstrates initiative, proactive problem-solving, and commitment to professional development and continuous learning.