Manager Accounts

Brief Job Description
The individual at work manages and maintains accounts payable and receivables, calculates, prepares and processes bills and invoices, maintains budgets and other financial records and issues cheques, and receives payments.

The job requires the individual to be result driven and have good analytical thinking and communication skills, a high degree of organizational ability, and an eye for details.

Sector Hospitality & Facility Management Operations
Sub-Sector Facility Management
Occupation Property and Facility Management

Description
This OS unit is about creating and maintaining billing accounts, handling payment and billing responsibilities to claim and clear all the bills for the organization.

Scope
The scope covers the following:
1. Create billing accounts
2. Handle billing and payment
3. Manage finance related administrative works

Create billing accounts
To be competent, the user/individual on the job must be able to:
1. create separate billing account for each customer, service provider, contractual staff, etc. in the organization s accounting system or ledger.
2. complete relevant information for payroll, purchase orders, cheques, invoices, bills, cheque requisitions, and bank statements in a ledger or computer system
3. select payment term and payment options for all types of accounts
4. use secure payment point procedures for all online transactions
5. implement tracing procedures where necessary
6. maintain spreadsheets and files for customer s account as per organizational SOP
7. analyze history of orders, services, and transactions (including invoices, payments, and adjustments) for the billing accounts

Handle billing and payment
To be competent, the user/individual on the job must be able to:
8. compile all information needed to calculate bills receivable (order amounts, discount rates, etc.)
9. tally the bill and calculate if any discounts or special rates apply
10. check outstanding account balances and billing timeline for each service
11. verify the data input in the accounting system to ensure the accuracy of the final bill
12. prepare and issue invoices to customers and others (through the mail, e-mail, etc.)
13. issue a demand notice for payment of taxes in conformance to relevant legislation
14. issue account statements periodically or whenever necessary
15. collect payments through various modes (cash, online payments, etc.)
16. check for the credibility of payments received
17. investigate payment discrepancies and take remedial action
18. process and monitor bills related to credit memos
19. update accounting records with new payments, balances, customer information, etc.
20. track the status of invoices/bills
21. handle billing inquiries from customers
22. receive and check bills/invoices from vendors, service providers, contractual staff, etc. against the contract
agreement and payment timelines
23. ensure the bills/invoices have no errors or discrepancies

24. write cheques with name of the payee and amount
25. get the signed by the authorized personnel and issue the signed cheques to the person/company

Manage finance related administrative works
To be competent, the user/individual on the job must be able to:
26. check billing account status - pending, active suspended, deactivated, etc.
27. monitor all payments - credit card or bank transfer etc.
28. calculate costs of materials, overhead and other expenses based on estimates, quotations, and price lists
29. contact responsible parties involved for payments due and for the status of their accounts
30. ensure all stakeholders remain informed on their outstanding debts and deadlines
31. keep all files updated with current invoices, bills, contact information and service, and payment terms
32. investigate security breaches in system or payment modes and take required action
33. assist and support audit teams in verifying bills and billing data
34. perform daily closing and balancing at the end of work PC35.carry out monthly closing and balancing
35. prepare all daily/weekly/monthly billing, invoicing, inventory reports, account statements and send them to the authorized person for review
36. assist the accounts manager in preparing account statements and financial reports
37. perform related duties, such as word processing, maintaining filing and record systems, faxing and photocopying

Generic Skills (GS)
User/individual on the job needsto know how to:
1. read and interpret organisational SOPs for account management
2. follow organisations code of conduct and business etiquette
3. fill-in checklists, log sheets etc. for billing and accounting
4. identify immediate or temporary solutions to resolve delays in completing work
5. plan, prioritize and sequence work operations to increase efficiency
6. improve and modify own work practices