Billing & Collections Officer, Auckland, New Zealand Functional Relationships With Regional General Managers, Sales Team, Project Managers, Finance Team, External Clients Main Purpose of Role to ensure that the firms Account Receivable ledgers are maintained in an accurate and up to date condition and that the firm's debt collection targets are achieved. Key Result Areas - KRAs Key Performance Indicators - KPIs Accounts Receivable Promote a central point of contact for the Sales-PSG team re client invoicing and cash collections. Co-ordinate the client billing process i.e. ensure the following is completed by the sales team. Contracts sighted, scanned and filed. Client PO number sighted and recorded. Sales Order Form-completed for Symphonia sales. Project Cover Sheets - completed for all other sales. Contracts sighted, scanned and filed. Time sheet system codes advised and set up. Sales team updated with status of activity. Work with the support manager re ensuring all new application installs are invoiced for annual support & maintenance and complete ongoing audits. Keep an up to date contact list - could be in Sales Logics i.e. accounts payable and initial sale contact. Standard Client Invoicing - Raise client invoice, gain clearance to forward to client from PM or salesman then forward copies to client via email and post Recharge Invoicing. Work through process with PM's re what constitutes a valid recharge, complete invoice and correspondence between PM's and sales etc o Achieve 24 hour turn around on invoices - Reconcile Great Plain's recharge accounts as part of month end reconciliation process. Key Result Areas - KRAs Key Performance Indicators - KPIs Maintenance of Accounts Receivable Ledger. Review and code daily incoming cash and direct credits. Prepare debtors journals. Prepare credit notes after obtaining RGM's approval. Ensure monthly invoicing cut-off meets the month end finance timetable. Produce all required monthly Debtors reports. Ensuring all timesheets and client disbursements are received by due date. Set up new clients and matters and input into CRM Database within 4 hours of receipt of request. Transfer of time and disbursementso. Assist all people with Revenue & Billing queries. Present at the Company's Induction program explaining to new people the Revenue & Billing System in relation to Timesheets and expense claims. Input to Debtors and cashbook. Arrange and present Billing Procedures. Training as required. Liaise with Business Units, either through meetings or discussions, ensuring the communication is regular and up to date regarding the process of debt collection. Suggest improvements to the debt collection and invoicing procedures. Establish and maintain a positive working relationship with Sales teams and RGM's Provide weekly timesheets. Other duties as requested by Revenue & Billing Manager. Accounts Receivable ledger is maintained in an accurate and up-to-date position. Reconcile AR subsystem to GL monthly. Produce Debtors Statement Reconciliations as required. Ensure Revenue & Billing System reflects all known job management and billing information. All people understand the correct procedures and complete correctly by due date.. Recognised internally as the Revenue and Billing Champion for the company. Suggest improvements to the Procedures and implement when approved. Debtors ledgers processing is completed monthly according to timetable. Ensure client and other receipts are processed. Ensure everyone is informed as to the progress of the debt collections. Awareness of Finance Services culture, operations and client products and services. Familiarise with duties of other members of the Finance Team. Levels of appearance and courtesy are maintained to company standards. Assist other Team Members to meet deadlines. Participate in internal networks with appropriate individuals on a regular basis to assess internal client needs. Ensure completion of a correctly coded weekly personal timesheet. Key Result Areas - KRAs Key Performance Indicators - KPIs Credit control - Follow up with client contact within 10 days of invoice despatch. Update sales team & PM's of updated cash collection picture as a result of 10 day post invoice release contact. Progress further correspondence activities relating to the initial client contact. Liaise with Managers in NZ, Australia, UK, Can & US regarding cash collection to meet company's credit policy. Contact clients whose accounts are overdue. Follow up Clients and Sales manager's queries regarding accounts. Ensure disputes on fees are promptly followed up by RGM's. Make recommendations to RGM's regarding appropriate action to ensure debt collection. Make recommendations to RGM's relating to the bad and doubtful debts provisioning. Institute legal procedures where agreed with RGM's and Sales managers and prepare appropriate documentation. Liaise with solicitors regarding accounts which have been handed over to them for collection. Maintain records of collection rates and prepare monthly Management Reports on status of over dues. Firm's credit policy is achieved, ensuring target debt collection rates are achieved, bad debts are minimised and client goodwill is maintained. Collection of cheques at month end from slow paying clients. Establish effective lines of communication and cultivate relationships with clients with a view to facilitate maximum cash collection results. Process receivables paid by Amex and Visa Key Result Areas - KRAs Key Performance Indicators - KPIs Cash Management - Process receivables paid by Amex and Visa. Continue to progress the cash collections deemed to be slow as a result of initial client inquiry i.e. recontact client weekly and update sales-finance teams. Organise assistance from RGM's as regards progressing those outstanding accounts where little progress has been made by the accounts receivable function. Update the weekly cash collection report i.e. forecast cash collections versus actual cash collections.