The Account Receivable Officer is responsible for managing and monitoring all incoming payments, maintain accurate customer account records, and ensure timely collection of receivables in line with company policies and financial standards.

Job Description

Invoicing and Billing

• Prepare and issue accurate customer invoices based on sales and service records.
• Verify billing data for completeness, accuracy, and compliance with company policies.
• Ensure timely dispatch of invoices and statements to customers.

Accounts Reconciliation

• Reconcile customer accounts regularly to ensure balances are accurate and up to date.
• Investigate and resolve discrepancies, debit notes, and credit notes promptly.
• Reconcile accounts receivable ledger with the general ledger.

Credit Control and Collections

• Monitor outstanding invoices and follow up with customers to ensure timely payments.
• Maintain an updated customer aging report and manage overdue accounts proactively.
• Liaise with the Sales or Operations team to resolve billing and payment issues.
• Recommend credit limits and evaluate customer payment performance.

Cash Application and Record Management

• Record all incoming payments cash, cheques, bank transfers, and M-PESA accurately and promptly.
• Apply customer payments against relevant invoices in the accounting system.
• Maintain detailed records of all collections and receipts.

Reporting and Analysis

• Prepare daily, weekly, or monthly accounts receivable reports for management review.
• Provide updates on collection status, overdue balances, and risk exposure.
• Assist in preparing financial statements by providing accurate receivable balances.

Compliance and Audit Support

• Ensure adherence to company credit policies and accounting standards.
• Support both internal and external audit exercises with necessary documentation.
• Maintain confidentiality and accuracy in handling financial data.

Customer Relationship Management

• Communicate professionally with customers regarding billing inquiries and payment arrangements.
• Support the Finance Manager in resolving client disputes affecting payment.
• Maintain positive relationships while enforcing payment discipline.

Continuous Improvement

• Identify opportunities to improve the receivables and billing processes.
• Assist in system enhancements, automation, and process efficiency initiatives.

Job Requirements

Qualification, Education & Experience

• Degree in Accounting, Finance, or related field.
• CPA/ACCA qualification.
• 5+ years’ experience in receivables management, preferably in FMCG or distribution.
• Proficiency in ERP systems SAGE Evolution experience is a must
• Strong financial reporting skills