The General Accounting Staff – Billing, Collection & Disbursement is primarily responsible for the accurate and timely preparation of client invoices for services rendered by the cold storage facility and for the effective follow-up and collection of outstanding accounts. This role plays a vital part in ensuring the accurate recording of sales revenue, reconciling accounts receivable, and supporting the facility’s overall cash flow and financial health. In addition to billing and collection, the incumbent manages the revolving fund and petty cash fund, including all disbursements and liquidation, and ensures accountability in accordance with company policies. The role also supports accounts payable functions, including invoice verification, documentation, and timely payments to suppliers and service providers.
DUTIES AND RESPONSBILITIES
Billing Operations
- Generate accurate and timely invoices for all cold storage services, including storage fees, handling charges, utility charges, value-added services, and other related fees, based on service agreements and operational data.
- Verify service consumption data (e.g., cubic meters/pallets stored, inbound/outbound movements, electricity meter readings for blast freezing) with operations records before invoicing.
- Ensure all billing calculations are correct and comply with agreed-upon rates and contracts.
- Prepare and distribute invoices to clients through various channels (email, mail, electronic portals).
- Process credit notes and debit notes accurately and promptly, following established procedures.
- Maintain organized and comprehensive billing records and documentation.
- Address billing inquiries and discrepancies from clients in a professional and timely manner, coordinating with other departments as needed.
Collection Management
- Monitor accounts receivable aging reports regularly to identify overdue accounts.
- Proactively communicate with clients via phone, email, and formal letters to follow up on outstanding payments.
- Negotiate payment arrangements with clients when necessary, in accordance with company policy and under the supervision of the Finance and Accounting Supervisor.
- Resolve payment discrepancies and issues by coordinating with clients and internal departments (e.g., Sales, Operations) to ensure timely resolution.
- Process incoming payments (checks, bank transfers, cash) and accurately apply them to client accounts.
- Prepare bank deposits and ensure daily reconciliation of collections.
- Maintain accurate and up-to-date collection records, including communication logs and payment statuses.
- Escalate delinquent accounts to the Finance and Accounting Supervisor for further action.
Reconciliation and Reporting
- Reconcile accounts receivable ledgers with the general ledger accounts regularly.
- Assist in the preparation of accounts receivable aging reports and other collection-related analyses for management.
- Support the month-end and year-end closing processes related to billing and collections.
- Provide data and assistance during internal and external audits related to revenue and receivables.
Petty Cash and Revolving Fund Management
- Handle requests for petty cash and revolving fund disbursements for operational needs.
- Ensure all disbursements are properly documented, approved, and within allowable limits.
- Monitor fund balances and prepare timely replenishment requests.
- Conduct regular reconciliation and liquidation of all petty cash expenses.
- Maintain accountability and audit readiness of all fund transactions.
Other Accounting Support
- Assist with other general accounting tasks as assigned by the Finance and Accounting Supervisor, such as data entry, filing, and preparing basic financial reports.
- Maintain confidentiality of all financial information.
MINIMUM QUALIFICATIONS
- Bachelor’s degree in Accountancy, Financial Management, Business Administration, or a related field
- Minimum of 1-2 years of experience in billing, collections, accounts receivable, or a general accounting role.
- Experience in the logistics, warehousing, or cold storage industry is a distinct advantage.
- Proven experience using accounting software or ERP systems for billing and accounts receivable management.
- Familiarity with basic bookkeeping principles.
- Incumbent will be assigned in Balagtas, Bulacan