Credit Control Assistant

Job Purpose

To ensure timely collection of receivables and management of client credit accounts in alignment with project cash flow needs and contractual payment terms. The Credit Control Assistant plays a critical role in supporting the financial health of the business by reducing aged debt, maintaining accurate debtor ledgers, and fostering strong client relationships. This role requires understanding of the project-based billing cycles and commercial terms typical in construction and engineering contracts (e.g., milestone billing, retention clauses, certified payments).

Key Responsibilities

Accounts Receivable & Debt Collection

• Monitor and maintain the Accounts Receivable (AR) ledger, ensuring all payments are recorded accurately and timely.
• Review aging reports daily/weekly and follow up on overdue accounts through structured communication (calls, emails, dunning letters).
• Engage with clients’ finance or commercial departments to resolve issues delaying payment, such as disputes over deliverables, retentions, or valuation certificates.

Client Account Management.

• Maintain up-to-date records of client correspondence, payment commitments, and dispute resolutions.
• Reconcile customer accounts regularly and flag discrepancies or irregularities for investigation.
• Work closely with Project Managers, Quantity Surveyors, and Commercial teams to align collections with project progress and certifications.
• Drafting and issuing payment applications, tax invoices, and statements in coordination with the billing team.

Credit Risk & Compliance

• Conduct credit checks for new clients and preparing documentation for setting credit limits.
• Monitor adherence to credit limits and payment terms as defined by contracts or approved client profiles.
• Work closely with the Head of Finance to identify high-risk accounts and propose appropriate risk mitigation measures (e.g., payment guarantees, revised terms).
• Ensure compliance with internal credit policies, contractual payment provisions (e.g., FIDIC/NEC), and applicable financial regulations.

Reporting & Documentation

• Generate weekly and monthly reports including debtor aging, collection forecasts, and disputed amounts summaries.
• Prepare audit schedules and provide supporting documentation during internal and external audits.
• Maintain proper digital and physical documentation of all credit control activities, including remittance advices, payment plans, and approved credit limits.

Administrative Support

• Carry out data entry, invoice filing, and archiving of relevant financial and contract-related documents.
• Liaise with legal or contracts administration teams to escalate long-outstanding debts or initiate legal recovery processes, when necessary.
• Liaise with other finance team members during peak periods such as month-end close or budgeting cycles to provide the required supporting information and/or documentation.

Qualifications

Education:

• Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field.
• CPA Part II or higher is a distinct advantage.

Experience:

• Minimum 3 years of experience in a similar credit control or accounts receivable role.
• Experience within the construction, engineering, infrastructure, or real estate development industries is highly desirable.
• Familiarity with standard forms of contracts (e.g., FIDIC, NEC) and their payment terms/conditions.

Key Skills & Competencies:

• Technical Proficiency: Good command of accounting systems (e.g., Sage 300, ERP platforms like SAP or Oracle), and Excel (pivot tables, VLOOKUPs, aging analysis).
• Analytical Thinking: Ability to interpret financial data and anticipate cash flow issues.
• Communication: Strong written and verbal communication skills to interact effectively with clients and internal teams.
• Attention to Detail: Precision in maintaining account records and identifying payment anomalies.
• Time Management: Ability to prioritize tasks and manage time efficiently under pressure.
• Team Collaboration: Works well within finance and project teams, aligning efforts to meet project billing and collection milestones.
• Problem-Solving: Proactive approach in resolving payment disputes and maintaining positive client relationships.