Debtor Administrator at Hreade

Division/Department: Finance
Reports To: Financial Manager

Essential Job Functions
Assumes responsibility for the effective and professional performance of collections functions:

• Receives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accounts.
• Follows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem. Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counseling to arrive at suitable payment arrangements. Continues to collect until the account becomes a write-off, bankruptcy, or attorney account. Makes early contact with clients to collect and keep them informed of account status.
• Utilizes effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints relevant to Department functions. Determines reasons for delinquencies and works toward permanent solutions. Minimizes losses by early actions.
• Utilizes further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates. Suggests consolidations and financial counseling.
• Posts approved extensions and notifies clients of new due date by mail.
• Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant.

Assumes responsibility for the efficient administration of collections activities:

• Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.
• Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.
• Researches accounts that appear on late and potentially late records to ensure that Company errors are detected promptly. Provides clients the opportunity to fully explain their account status.
• Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
• Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.
• Liaises with tenants as appropriate
• Handles rental queries efficiently and diplomatically
• Queries tenants’ short payments
• Ensures the daily receipting and processing of tenant payments
• Liaises with book keeping and accounting staff re bank account deposits, queries and mis-allocations

Assumes responsibility for timely and accurate preparation and submission of management reports:

• Preparation of detailed debtors reports and graphs illustrating weekly and monthly collections:
  • Weekly/monthly arrears against billings (debtors day calculations)
  • Monthly graph of weekly collections against previous month/year
• Preparation and submission of attorneys’ reports on all legal matters
• Reconciliation of bank statements (where appropriate) and tenants’ accounts

Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts:

• Maintains the Company’s professional reputation throughout collections operations and in all contacts with clients.
• Maintains confidentiality.
• Develops contacts with credit bureaus and other financial institutions. Uses shared information to effectively minimize Company losses.

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel:

• Assists area personnel as needed.
• Keeps management informed of activities, progress toward established objectives, and of any significant problems.
• Attends and participates in meetings as required.

Assumes responsibility for related duties as required or assigned:

• Stays informed of changes in collections policies, procedures, and related legal requirements.
• Ensures that work area is clean, secure, and well maintained.

Generally ensures that:

• Problem accounts are closely monitored and reviewed.
• Appropriate collections actions are instituted which are in accordance with established Company policies and are legally compliant.
• Outstanding accounts are promptly collected. A delinquency ratio which meets management standards is maintained.
• Professional business relations exist with clients. Clients are properly assisted with their financial problems and their questions are courteously answered.
• Required reports and records are accurate and timely.
• Good working relations exist with area personnel and with management. Management is appropriately informed of area activities.

Requirements
Education:

• Good first Degree in related field.

Knowledge Requirements:

• Basic Bookkeeping
• Knowledge of collection procedures and related laws and regulations.
• Understanding of Company policies.
• Familiar with default and enforcement clauses.

Skills Required:

• Good communication skills
• Organizational skills
• Team oriented
• Detailed
• Customer service oriented.
• Able to use accounting software and spreadsheets.
• Ability to work well in stressful situations.

Work Experience:

• 3-5 Year’s related experience.
• Previous collection experience.
• Prior experience in property related field would be recommended but not be a requirement.