Debtors Supervisor

Debtors Supervisor- Finance Department -Manitou Southern Africa & Manitou Centres SA

(June 2020 till December 2024) – Chloorkop

Systems worked on Evolve,Excel,Googlesheets, SAP Ariba,Coupa,Pajero, CGIC Portal,Transunion

Promotion from Debtors Clerk- to Debtors supervisor responsible for full function Debtors, implementing processes and procedures to streamline workload and maintaining good customer relations with key customers & dealers between all departments, Parts, Workshop and Short term rental department. Handling all mining customers, & long-term leases, training new staff, Reporting directly to the Financial Director and Vice President-Middle East Africa.

In addition to my responsibilities of Debtors Supervisor, I was required to drive the following:

• Core focus on improving customer service
• Training New Staff on ERP system as well as processes for mining customers
• Training staff on P2P (Procure to pay) systems such as Ariba,Coupa & Pajero
• Constructing and implementing strategy within the Debtors department to improve processes & decrease audit findings
• On boarding of New Mining customers & construction customers
• Liaising with legal departments for handovers
• Weekly meetings with relevant departments
• Processing claims with CGIC on non-paying customers
• Project completed in 2021, moved all existing customers from one entity to another, over 200 customers
• Vendor management Project completed in 2024, successfully moved all Mining customers & construction customers to new entity
• Vendor management project completed in 2024, acquired one of our dealers, successfully moved all their customers over to our new entity, Manitou Centres SA

• Full Debtors function
• Handling all Branches of Automation
• Collections
• Recons
• Sorting out Queries
• Phoning of all overdue accounts
• Faxing and emailing Statements, Invoices and Pod’s , Tracking documentation
• Directly Liasing with Branch managers and
• Sorting out there of all old queries
• Weekly printing statements,
• Attaching copy Invoices, Pods,tracking stickers and Waybills
• Posting As well as emailing

Programmes worked on 

• Navison Axapta
• Parcel Tracking
• Pod pulling systems

• Handling the main Switch board and transferring all calls to over 10 Branches, Emailing out Lunch Menu, taking down and placing orders with Canteen, sending all parcels out daily through Uti to all Branches
• Assisted in Chemical Division, placing orders with distributors of certain chemicals and epoxy’s , arranging for delivery, and collection, arranging decanting and placement. Sending confirmations, Invoices and statements, arranging for samples to be couriered.

Programmes worked on 

• Cisco ( Phone system )
• Jd Edwards

System worked on Evolve,Excel,SAP Ariba,Coupa,Pajero

• Bank statements printed daily and distributed
• Receipting and journals done daily
• Opening of new accounts and ensuring they were compliant & cover was granted by CGIC Credit Guarantee Insurance – liaising directly with their underwriters to get the necessary documents to get them insured in a timely manner
• Monthly Age analysis was pulled and uploaded on the drive and updated daily – Monthly reporting to Manitou BF
• Monthly Debtors statements sent to all customers
• Receiving, checking, distributing & processing all Workshop and spares Invoices and back up documentation
• Following up on discrepancies and ensuring orders are amended by the buyers where necessary for processing
• Attending to all queries and resolving them
• Processing invoices & service entries on Ariba & Coupa daily to ensure timeous payments, liaising with end users directly as well as buyers to ensure PR’s & Po’s were amended and grv’d to ensure timeous payments
• Accepting foreign BOP payments
• Administration on online portals, Ariba/Coupa and Pajero.

Portal Administration – Ariba/Coupa/Pajero

Manitou Southern Africa ,Chloorkop

June 2013-December 2024

• Adding users & delegating functions
• Training New staff on these portals to accept orders, Download and action
• Responding to spot bids & loading quotes, as well as RFQ’s
• Pulling Matrix reports to ensure all orders had been processed and monitoring late deliveries
• Analysing overdue Order report to escalate with relevant managers

Legal Filing

-          Confirming all legal documents were filled in Correctly

-          Cession of Debtors

-          Sureties – Assets and Liabilities

-          Requesting Financial statements

-          Assisting in the Debtors Department

-          Running Month end

-          Sending Statements out via Fax & Email

-          Emailing Invoices , Pod’s

-          Recon of Accounts

-          Qpd’s ( Rebates)

-          Requesting Pod’s

-          Delivery Notes

-          Logging Payments – Payments were then allocated from Portugal

-          Sorting out Queries

-          Directly Liasing with Branch managers, sales managers & Rep’s and

            Sorting out there queries

-          Monthly printing statements, sorting

            Attaching copy Invoice

-          Requesting KI reports on all New Pty’s & CC’s

Full debtors function - handling all branches debtors.
Collections.
Recons.

Full Debtors function on allocated accounts

Handling all Branches

Collections

Recons

Sorting out Queries

Phoning of all overdue accounts

Faxing and emailing Statements, Invoices and Pod’s

Directly Liasing with Branch managers and

Sorting out there of all old queries

Monthly printing statements, sorting

Attaching copy Invoices

Posting As well as emailing

Wages
Calculating all hours for Timesheets - Authorisation then payment
Hours manually working out Leave Pay
Customer Liaison
Handling all Contracts Putting onto System then Filling
Dealing Directly with workers Helping them with their queries
Advances
Pay slips Printing, Packaging, sending either by courier or Driver
Phoning, Faxing, Time Sheets or pay slips
Cheques Manually Written , Packaged and Sent
Cash Packed Manually
Confirmations of employment

Handling of accounts with book value of R6 million, posting of all statements at month-end, phoning of all customers that accounts were over due on daily basis, changing and updating details, opening of new accounts, handling queries, recons of accounts - on Excel, bank statements where printed and processed for payment, cancellation of memberships, assisted all online users queries which were on the Web page, filing and archiving of invoices, general Admin duties.

Handling off Chain Store accounts with a book value of 8 Million
Posting of all statements month end
Phoning of all customers that accounts are over due on a daily basis
Changing of details
Opening of accounts
Handing over of accounts to ITC
Handling of queries
Reconciliation of accounts on excel
Bank statements where printed and allocated daily on Unisolve
Program worked on : Unisolve


Temporary Assignments:

Sentry Security
Receptionist
February 2000 to April 2000
Answering of the Switchboard
Handling of Queries
General office duties
Filling, faxing, typing of documents and arranging of meetings



June - Dec 2000 - 6 Month Temp Assignment - Medicine Chain.
Capturing of invoices on Accpac.
Filing and archiving of invoices.
General Office admin.

May 2001 to July 2003 - Debtors Clerk at The Fishermans Deli - Temp Assignment.
Handling all chain store accounts.
Phoning overdue accounts.
Recons of accounts on Excel.
Bank statements.