Account Receivables Officer at Sweet Nation Foods Ltd

PURPOSE OF POSITION

Timely and complete completion of payments for supplies

FUNCTION

Coordinating corporate resources to collect payments in meeting with the company’s credit policy and payment collection targets

ACCOUNTABILITIES

The Stock/Inventory Officer is accountable for:

• Communication of Sweet Nation Foods’ credit policy to customers
• Ascertaining customer payment policy and informing Sweet Nation Foods’ management
• Negotiating, deciding, documenting supply terms for each customer
• Communicating agreed supply terms to the delivery and sales team
• Enforcement of sales/delivery team adherence to supply payment terms for each customer
• Maintaining direct lines of communication with customers for receivables verification and audit
• Verification of address and contact information of new retailers and their staff (both in-state and out-of-state)
• Conducting random periodic receivables verification and audit
• Providing weekly updates to sales/delivery team of accounts receivables (AR) status
• Creating weekly plan and task assignment for sales and delivery team to collect receivables (Dictating operations for sales and delivery team collection of receivables)
• Setting deadlines for sales/delivery team to collect payments
• Prepare reports of accounts receivables periodically (weekly, monthly) and by location
• Following-up on past-due invoices till payments are collected (phone calls, emails, texts, letters, and physical visits)
• Negotiating and settling non-payment disputes with customers efficiently (request for payment letters, sales order summaries, specific customer online payment record)
• Keeping track of all payments outstanding or unpaid by the company’s customers
• Investigation and resolution of unknown online payments
• Reduction of Bad debt
• Prepare periodic reports (weekly/monthly) making forecasts on payment flow
• Formulate tactics and strategies to reduce receivables over short and medium term

TASKS

Daily

• Review  of previous day’s supply and payment collection report
• Receive proposed daily supply list from Sales rep
• Review and approve daily supply list and return to sales rep
• Formulate daily payment collection list
• Review online payments entry workbook
• Call, email and text customers with past-due invoices
• Investigate unknown online payments using (5-step unknown payment approach)

Weekly

• Generation of complete Accounts Receivables statement and aged account
• Generation of Accounts Receivables by State statement
• Generation of Accounts Receivables by Delivery Personnel statement
• Creation of weekly payment-collection plan and lists (with deadlines and staff assignments)
• Creation and issuing of “request for payment” letters (F.C.T and Out-of-State)

Monthly

• Calculation of Complete Days Sales Outstanding (DSOs)
• Calculation of Days Sales Outstanding by STATE
• Calculation of Days Sales Outstanding by DELIVERY PERSONNEL