Collection Controller

Adams Adams; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A reputable law firm in Pretoria is seeking a Credit Control Supervisor to manage the Credit Control and Ebilling team. This role involves supervising account collections, ensuring compliance with communication standards, and managing invoicing processes. An effective communicator with strong organizational skills is essential for this position, which offers a challenging environment and opportunities for professional growth.

Responsibilities

• Supervise the Credit Control and Ebilling team.
• Maximize the collection of overdue accounts.
• Ensure effective communication from Credit Controllers.
• Distribute accurate invoices and credit memos to clients promptly.
• Approve and process write-offs accurately.
• Manage the month-end statement process and procedures.

Job description

Duties and Responsibilities

• Supervise the Credit Control and Ebilling team.
• Stand in for counterparts when on leave.
• Maximize the collection of overdue accounts.
• Ensure all communication from Credit Controllers is effective, accurate, and aligned with the Firm's communication guidelines.
• Distribute accurate invoices and credit memos to clients promptly; address email returns within one week.
• Approve and process write-offs accurately and timely.
• Assist with the Handover process and monitor accounts through liaison with debt collection entities.
• Approve and monitor client refunds, consolidated invoices, and transfer of funds between business and trust accounts.
• Calculate and issue client rebates as required.
• Manage customer ledgers, ensuring timely reconciliation of key accounts.
• Minimize overdue accounts and oversee Credit Control activities.
• Distribute workload and resolve queries within specified timeframes.
• Manage the month-end statement process and procedures.
• Monitor unallocated receipts and credit notes.
• Address and resolve old trust money and matter credits.
• Update and maintain client master data, including addresses, contact details, responsible partners, and account allocations.
• Maintain accurate records for client master data to reflect true debtor aging patterns.
• Assist the Credit Manager with departmental KPIs.
• Motivate and train staff as needed.
• Provide training to legal support staff as required.
• Attend to ad hoc duties and projects.
• Produce weekly, monthly, and ad hoc reports for internal and external clients.

Monthly Reports for Partners' Meetings

• Debtors Management Report
• Collections Controller
• Trust Balances Report for analysis
• Maintain the Unapplied Cash Credit by Matter Report
• Monthly Handover Reports
• Monthly Report of Debts Due to Prescribe

Understanding of Ebilling Requirements and Processes

• Ensure e-billing portal access and compliance certificates are in place and functioning.
• Attend to annual rate increases before January 1st each year.
• Upload client budgets and forecasts as required.
• Approve and ensure payment of e-billing invoices within agreed terms.
• Update standing instructions and billing guidelines on CMS; communicate updates to ensure firm-wide alignment.