Debtors & Revenue Administrator

Craven Cottage CC; Gauteng; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Craven Cottage CC in Gauteng is seeking a reliable Debtors Administrator to manage debtor profiles, invoices, deposits and collections in line with policy and legislation. You will coordinate billing, reconcile accounts and prepare age analyses, while liaising with reservations, front office and operations to ensure timely invoicing.

This role requires hospitality finance experience, Opera PMS familiarity and a valid driver's licence; own transport preferred.

Qualifications

• National Senior Certificate or higher with accounting focus.
• 3+ years in debtor administration, credit or revenue roles in hospitality.
• Experience with Opera PMS, reservations billing and debt collection.
• Proven debtor management, collections and client invoicing.
• Experience auditing client files, contracts and billing supports.
• Experience with travel agent or conference billing accounts.
• Knowledge of commission agreements and travel industry contracts.
• Valid driver’s licence and own transport.

Responsibilities

• Maintain debtor profiles, credit applications and agreements per policy and law.
• Ensure billing instructions, rates, packs and agreements are accurate before invoicing.
• Monitor billing timelines and ensure invoices are raised timely.
• Coordinate deposits and ensure deposits/receivables are allocated correctly.
• Administer debt collection activities and escalate when needed.
• Compile debtor, deposit, collection and billing reports with analyses.
• Complete month-end debtor procedures and reconcile accounts.
• Maintain documentation and audit trails in line with policies and Act.
• Collaborate with groups, front office, reservations and operations to ensure accurate invoicing and collections.

Skills

Debtor management

Credit control

Revenue administration

Client invoicing

Education

National Senior Certificate

Certificate/Diploma in Accounting

Tools

Opera PMS

Reservations systems

Billing systems

Job description

Duties:

• Maintain complete, accurate and up-to-date debtor profiles, including credit applications and agreements, and to manage approved debtor accounts in accordance with the company’s credit policy, governance requirements and applicable legislation.
• Ensure that all billing instructions, rates, packages, signed slips, function sheets, contracts and supporting documentation are complete, accurate and correctly applied before invoices and statements are issued to customers within prescribed timeframes.
• Monitor outstanding function billing packs, signed slips and supporting documentation and follow up with operational departments to ensure invoices are raised within prescribed billing timelines.
• Monitor advance deposit requirements and payment due dates, coordinate the collection of deposits in accordance with approved function sheets, accommodation bookings and contractual payment terms, and ensure that deposits and debtor payments are accurately allocated to the relevant customer accounts.
• Administer the debt collection process by monitoring aged debtor accounts, performing collection activities, engaging with internal and external stakeholders, and escalating problem accounts in accordance with the company’s collection policy.
• Compile accurate and meaningful debtor, deposit, collection, commission and billing reports, including age analyses, collection reports, overdue account summaries and exception reporting, and to provide timely feedback and recommendations to Management
• Complete all month-end debtor administration procedures within required deadlines, including customer account reconciliations, outstanding balance verification, deposit reviews and submission of required schedules and supporting documentation to Finance.
• Maintain proper documentation, filing systems and audit trails for all debtor, billing and collection activities, ensuring compliance with company policies, internal controls, audit standards and the National Credit Act.
• Work closely with Group & Conference, Front Office, Reservations, Sales and operational departments to ensure the timely receipt of billing documentation, accurate invoicing and effective collection of deposits and debtor balances.
• Ensure that all client files, function files, contracts, rooming lists, signed slips, deposits and supporting documentation are audited for completeness and accuracy, and that all billing instructions are correctly reflected prior to invoicing.
• Maintain complete, accurate and up-to-date records of commercial agreements, including commission agreements, travel agent agreements, tour operator agreements, negotiated rate agreements, Travel Management Company agreements and barter agreements, and to ensure these agreements are correctly administered, applied and monitored.
• Administer third-party payment channels, virtual credit card transactions, ShopSpa vouchers, commission schedules and other revenue-related payment arrangements accurately and within prescribed timelines, ensuring complete supporting documentation and audit-ready records are maintained.

Requirements:

• National Senior Certificate
• Certificate, Diploma or Degree in Accounting, Finance, Credit Management, Debtors Control or Business Administration
• Minimum 3 years' experience in debtor administration, credit control, revenue administration or a similar finance role within the hospitality industry
• Experience working with Opera PMS, reservations systems, event and conference billing processes and debtor administration systems
• Proven experience in debtor management, collections, customer invoicing and account administration
• Experience auditing client files, function documentation, contracts and billing support documentation
• Experience administering travel agent, corporate, tour operator or conference billing accounts
• Experience with commission administration, commercial agreements, travel agent agreements, barter agreements and customer onboarding processes
• Valid Driver's Licence
• Own Transport