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Accounting Assistant

1 month ago

Marikina City, National Capital Region, Philippines Autoshield Insurance Agency Full time

This role is responsible for managing and following up on outstanding accounts, ensuring timely payments, and maintaining accurate records. This role involves communication with clients to resolve payment issues, coordinating with the accounting team, and ensuring compliance with company policies regarding collections.

Scope of Work

1. Accounts Monitoring and Follow-up:
  1. Monitor and track accounts receivable to ensure timely collection of payments.
  2. Review and analyze overdue accounts to identify issues or potential payment delays.
  3. Follow up with clients via phone, email, or official notices to remind them of pending payments.
  4. Keep accurate records of communication with clients regarding overdue accounts.
2. Payment Negotiation and Coordination:
  1. Negotiate payment terms with clients when necessary, offering solutions such as installment plans or extensions.
  2. Assist clients in understanding their payment obligations and encourage timely resolution of overdue balances.
  3. Coordinate with the accounting department to ensure all payments are accurately recorded in financial systems.
  4. Assist clients in resolving payment-related issues and clarify discrepancies in billing or records.
3. Documentation and Record Keeping:
  1. Maintain organized records of all collection activities, client communications, and payment histories.
  2. Ensure all relevant documentation is collected and properly filed for future reference.
  3. Prepare and maintain reports on outstanding accounts, payment statuses, and collection progress for management review.
4. Reporting and Analysis:
  1. Prepare regular reports on collection activities, account aging, and overdue balances.
  2. Provide management with updates on collection status and recommend actions for unresolved accounts.
  3. Analyze collection data to identify trends, challenges, or opportunities for improving payment collection processes.
5. Compliance and Adherence to Policies:
  1. Ensure compliance with company policies and legal requirements related to collections.
  2. Follow industry regulations and best practices for debt collection and account management.
  3. Stay updated on laws governing collections and implement them within company processes.
6. Collaboration and Team Support:
  1. Work closely with the accounting, customer service, and sales teams to address client payment issues.
  2. Collaborate with other departments to ensure that client accounts are handled efficiently and professionally.
  3. Provide support to colleagues in resolving complex collection issues or difficult client interactions.
7. Customer Service and Client Interaction:
  1. Provide excellent customer service by addressing client concerns about payments or invoices.
  2. Follow up with clients to ensure satisfaction after resolving payment issues and maintain a positive relationship.
  3. Keep clients informed about their account status, including any actions taken or changes to their payment schedule.
8. Administrative Support:
  1. Perform data entry tasks related to payments, accounts receivable, and client information.
  2. Assist with administrative tasks such as filing, preparing correspondence, and scheduling follow-ups.
  3. Maintain accurate and up-to-date financial records and assist in audits as needed.
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