Collection Controller

Job Description

Oversee the Credit Control and Ebilling team to improve collections and manage financial processes across client accounts. Ensure accurate invoicing, reporting, and system alignment while supporting compliance and team training.

Requirements

• Computer literacy
• Communication skills (verbal and written)
• Time management skills to meet deadlines
• Ability to work on multiple tasks under pressure
• Accurate data capturing
• Basic accounting
• MS Office: Outlook, Word, Excel
• E-billing knowledge would be advantageous
• Legal firm accounting an advantage
• Matric or equivalent qualification
• Bookkeeping/Accounting/Credit Management Part 2 & 3
• Minimum of 3-4 years' experience

Responsibilities

• Supervise the Credit Control and Ebilling team
• Stand in for counterparts when on leave
• Maximise the collection of overdue accounts
• Ensure communication from Credit Controllers is effective, accurate and aligns with Firm guidelines
• Distribute accurate invoices and credit memos to clients promptly, addressing email returns within one week
• Ensure all write-offs are approved and processed accurately and on time
• Assist with Handover process and monitor all handover accounts with debt collection entity
• Approve and monitor refunds, consolidated invoices, and fund transfers between accounts
• Calculate and issue client rebates
• Manage customer ledgers and reconcile key accounts
• Minimise overdue accounts and monitor Credit Control activity
• Distribute work and resolve queries within time frames
• Manage the Month-end statement process and procedures
• Monitor unallocated receipts and credit notes
• Address and resolve old trust money and matter credits
• Update and maintain client master data
• Ensure invoice ageing patterns are accurate for debtor reporting
• Assist Credit Manager with department KPI tracking
• Ensure staff are motivated and trained as needed
• Provide training to legal support staff
• Handle ad-hoc duties and projects
• Produce weekly, monthly, and ad-hoc reports for clients and partners
• Maintain reports including Debtors Management, Trust Balances, and Handover logs
• Understand Ebilling requirements and processes
• Ensure e-billing portal access and compliance certificates are in place and functional
• Attend to annual rate increases before 1st January
• Upload client budgets and forecasts
• Ensure e-billing invoices are approved and paid within terms
• Update standing instructions/billing guidelines on CMS and communicate firm-wide