Client Service Clerk

Responsibilities:

Customer Accounts

• Application Review: Ensure Retail Application Forms are complete and accurate with all required supporting documentation. Follow up with clients for any missing information.
• Credit Checks: Conduct necessary credit checks on clients, document the credit score from the bank, and recommend credit limits to the Accounts Receivable Manager based on the bank’s rating.
• Account Creation: Set up customer accounts in the Montego ERP accounting system and Montego Portal upon application approval.
• Communication: Notify customers about the approval or decline of their applications. Send a Welcome email with essential documents like the Price List, Merchandising Items, and Montego Portal login details upon receiving the signed Appointment Letter.
• Internal Coordination: Share new customer account details with relevant parties (Area Manager, Sales Consultant, Accounts Receivable Clerk, and depot) and update the ERP system with assigned route codes.
• Profile Maintenance: Update customer profile details (e.g., address changes, VAT registration) as per Policies and Procedures, and communicate changes to stakeholders.
• Credit Limit Adjustments: Reassess credit limits upon customer requests, send Approval Letters for signature if approved, and update the system. Notify clients if applications are declined.
• Statement Management: After the Accounts Receivable Manager prepares statements, execute the statement run, send bulk statements to clients, and provide interim statements upon request.

Customer Master Data

• Data Accuracy: Weekly cross-check customer master data to ensure all groupings and required fields are up to date.
• Data Import: Import new data based on change requests from various departments and liaise with IT for master data update templates.

Customer Service Queries

• Query Resolution: Address customer queries by gathering all relevant information, providing feedback, and escalating unresolved issues if necessary.
• Professional Interaction: Maintain professional communication with customers, providing ongoing feedback to both the customer and the Accounts Receivable Manager.

Banking

• Transaction Management: Download bank transactions, verify opening balances, and prepare banking files for ERP system upload.
• Statement Validation: Validate bank statements post-upload and complete necessary mapping and re-allocation before reconciliation.
• Reconciliation: Follow up on outstanding account payment journals from the Creditors Department, post customer receipts, and complete the Banking Worksheet Reconciliation.
• Journal Entries: Execute required journal entries to re-allocate payments to the correct customer accounts.

Minimum Requirements:

• National Senior Certificate (NQF 4)
• Certificate, Diploma or B-degree in Finance
• 2 years' experience in Accounting or Finance
• 2 years' experience in Customer Services
• Knowledge of credit checks, ratings and limits
• Understanding of the Retail Application process
• Knowledge of Banking Policies and Procedures
• Understanding of the ERP system and the Montego Portal