Job Description

Role Overview:

The Accounts Receivable Officer will be responsible for managing client account, ensuring timely collection of outstanding balances, maintaining accurate financial records, and coordinating with internal departments to resolve invoicing and payment issues. This role requires excellent communication skills to interact with clients and internal teams, meticulous attention to detail, and the ability to manage multiple accounts efficiently to support the company’s cash flow and financial health.

Key Responsibilities:

• Check and identify the list of accounts to be followed up during the day as per the updates in the monitoring sheet.
• Regularly update and send the Statement of Account to clients, informing them of their balances and the need for prompt settlement via email, facsimile, and telephone.
• Follow up with customers on overdue invoices to ensure timely collection of funds (via email and phone calls), focusing on high outstanding balances, slow-paying accounts, due invoices, low balance accounts, and swift copy requirements.
• Follow up with clients for payment details and ensure the correctness of payment dates.
• Apply payments in the GP system and provide reconciliation to the Finance team for any discrepancies due to bank commissions or exchange rates.
• Respond to clients’ queries regarding collection matters and route other inquiries to the concerned department.
• Ensure that customers billed through Proforma invoices settle on time and before the flight operation; also ensure that all actual charges are billed and posted.
• Coordinate with Credit Control to monitor the financial status of accounts.
• Liaise with UAS stations regarding clients’ collection accounts.
• Coordinate with various sub-departments such as Billing, Payables, and Reconciliation to forward and follow up on customer queries related to invoices
• Coordinate with the Database Department to update CMS with new client details and verify entries once modified.
• Issue late fee invoices as necessary.
• Check posted invoices from the Billing Department for accuracy.
• Prepare a weekly customer status report.
• Prepare and forward documents to clients for payment processing (TRC, PE, Form 10A).

Required Qualifications:

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Minimum 2-4 years of experience in accounts receivable, credit control, or a similar finance role.
• Proficiency in accounting software and ERP systems (experience with Great Plains (GP) preferred)
• Strong knowledge of invoicing, payment processing, and account reconciliation.
• Excellent written and verbal communication skills.
• Ability to handle high volumes of accounts with accuracy and attention to detail.
• Experience working with international clients, especially in African and Indian markets, is a plus.
• Strong problem-solving skills and ability to liaise effectively with cross-functional teams.

Key Competencies:

• Account Monitoring: Track and follow up on overdue payments promptly.
• Client Communication: Clear and professional interaction to resolve payment issues.
• Payment Processing: Accurate application and reconciliation of payments.
• Cross-Functional Collaboration: Coordinate with Billing, Credit Control, and other teams.
• Detail-Oriented: Ensure accuracy in invoices, payments, and data.
• Reporting: Prepare timely account status and collection reports
• Problem Solving: Address client queries and escalate when needed.
• Time Management: Efficiently handle multiple accounts and deadlines.