Accounts Receivable Officer

Performs accounts receivable functions including billing, processing of invoices and quotation, collection of invoices, and record keeping. Liaise with Customers for all requests for rentals and procurement.

·         5 O’Level Subjects including Maths, English Language

·         Level I ACCA or CAT Level II

·         At least one year experience in an accounting role

·         Working knowledge of Microsoft Word & Excel

·         Working knowledge of Quickbooks or other accounting software

Abilities:

·         Regular use of telephone and email for communication

·         Sitting for long periods of time with use of a computer

·         Good verbal and written communication skills;

·         Able to work in a fast paced environment;

·         Exertion of up to 5 lbs. of force occasionally may be required to move files and records.

·         Able to work independently and unsupervised

Specific requirements – Competencies:

·        Team Work

·        Customer Focus

·        Communication and Interpersonal Skills

·        Time Management

·        Ability to meet deadlines

·        Meticulous

·        Housekeeping

·        Integrity

·        Discrete & Confidential

·        Planning and organization.

·        Accountability and Responsibility

1.       Receive RFQ’s from clients and liaises with them for clarification and additional information needed to prepare quotes. 

2.       Source goods for RFQ’s from foreign suppliers. Prepare costing and submit for approval. 

3.       Update Purchase Orders in quickbooks for shipment status and date shipped. 

4.       Review costings submitted by Accounting Officer for local sourced goods for RFQ’s. Submit for approval. 

5.       Prepare quotations and amendments in a timely manner for submission to clients. 

6.       Follow-up quotations sent to clients ascertain whether accepted by clients. 

7.       Follow-up with clients for all outstanding Purchase Orders. 

8.       Provide timely status updates to clients on pending orders received mainly with respect to expected dates of delivery. 

9.       Clients must be promptly informed of any situation that gives rise to delays  beyond promised dates of delivery for outstanding Purchase Orders. 

10.    Inspect and compare Service Notes to RFQ’s or job request to ensure that the service carried out aligns with the client’s request. 

11.    Create and update customer information on quickbooks to reflect correct contact information and credit terms. 

12.    Prepare complete and accurate invoices and submit to clients in a timely manner. 

13.    Prepare complete and accurate Credit Notes where applicable and submit to clients in a timely manner. 

14.    Apply Credit Notes to outstanding invoices and payments where necessary on customer accounts. 

15.    Follow-up with clients for payment of invoices when due and escalate problem payments to the CFO as necessary. 

16.    Update the RFQ app in the Zoho invoice tracker, when quotations are completed and sent to clients. 

17.    Enter and update Delivery Notes in tracker. 

18.    Keep a complete and organized digital filing system of all Quotes, Invoices and Customer PO’s in pdf format outside of the quickbooks system. 

19.    Providing general assistance to the Country Manager from time to time and as and when required. 

20.    Prepare and submit requested weekly reports for Management including but not limited to 

a.       AR Aging Detailed Report

b.       AR Aging Summary Report USD

c.        AR Aging Summary Report GYD

d.       Unbilled Sales Orders