Receivable Accounts Assistant

Accounts Receivable Assistant – Vision Plus

Purpose of the Role

The Accounts Receivable Assistant is responsible for managing the end‑to‑end receivables cycle for Vision Plus, ensuring accurate and timely invoicing, collections follow‑up, customer account reconciliation, and credit control across all sales channels — including general trade (GT) dealers, modern trade retailers (Naivas, Quick Mart, Khetias, Carrefour/MAF), and e‑commerce platforms (Jumia). The role supports the Finance team in maintaining healthy cash flow, reducing aged debt, and ensuring compliance with internal controls and KRA/eTIMS requirements.

Key Responsibilities

Invoicing & Documentation

• Prepare, review, and issue accurate sales invoices and credit notes to customers in Zoho Books, ensuring alignment with approved sales orders and delivery notes.
• Ensure all invoices are eTIMS‑compliant and correctly captured in the KRA tax system within the required timelines.
• Maintain organised digital and physical records of all invoices, delivery notes, purchase orders, and proof‑of‑delivery documents.

Collections & Follow‑Up

• Monitor the accounts receivable ageing report daily and proactively follow up with customers on overdue balances via phone, email, and in‑person visits where necessary.
• Coordinate with the Sales team (GT Sales Manager, Regional Sales Representatives) to resolve customer disputes, pricing discrepancies, and short payments.
• Prepare weekly collections forecasts and escalate high‑risk accounts to the Financial Controller for credit hold or legal action decisions.
• Track post‑dated cheques (PDCs), mobile money payments (M‑Pesa), bank transfers, and RTGS receipts, ensuring prompt banking and allocation.

Customer Account Reconciliation

• Perform monthly reconciliation of customer accounts (114+ active dealer accounts and key modern trade partners) and share statements with customers for confirmation.
• Investigate and resolve discrepancies between Zoho Books balances, bank receipts, and customer records in a timely manner.
• Reconcile intercompany receivables between Kryptonite International Limited (KIL) and Step Up Technologies SEZ Ltd (SUT SEZ) as required.

Credit Control & Risk Management

• Enforce the company's credit policy by monitoring customer credit limits, payment terms, and overdue positions before new orders are released.
• Maintain an updated credit risk register and flag accounts approaching or exceeding approved limits.
• Support the Financial Controller in preparing the monthly AR credit risk analysis and bad debt provisioning schedules.

Reporting & Analysis

• Generate weekly and monthly AR reports including ageing summaries, collections performance, DSO (Days Sales Outstanding) tracking, and write‑off schedules.
• Provide data inputs for the Finance dashboard (Zoho Analytics) to support real‑time visibility on receivables health.
• Assist with month‑end and year‑end closing activities related to receivables, including accruals and provisions.

Stakeholder Coordination

• Liaise with the Warehouse & Logistics team to confirm deliveries and resolve any discrepancies between dispatched and invoiced quantities.
• Work closely with the Sales team to ensure customer onboarding documentation (KRA PINs, trade licences, credit applications) is complete and filed.
• Support external audit queries by providing accurate AR schedules, confirmations, and supporting documentation.

Minimum Qualifications

• Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field.
• CPA Part II (minimum) or equivalent professional qualification.
• At least 2 years of experience in an accounts receivable, credit control, or general accounting role — preferably in FMCG, consumer electronics, or distribution.
• Proficiency in accounting software — Zoho Books/Inventory experience is a strong advantage.
• Strong working knowledge of Microsoft Excel (pivot tables, VLOOKUP, data analysis).
• Familiarity with KRA iTax and eTIMS systems.

Desired Skills & Attributes

• Excellent attention to detail and accuracy in data entry and reconciliation.
• Strong communication and negotiation skills for collections follow‑up.
• Ability to work under pressure and meet tight month‑end deadlines.
• Proactive, self‑motivated, and able to work with minimal supervision.
• Team player with a collaborative approach across Finance, Sales, and Operations.
• High integrity and commitment to confidentiality of financial information.
• Experience working with multi‑entity or intercompany structures is an added advantage.

Key Performance Indicators (KPIs)

• Collections rate vs. monthly target (% of AR collected within terms).
• Days Sales Outstanding (DSO) — target reduction quarter on quarter.
• Ageing profile — % of receivables within 0–30 days vs. 60+ days overdue.
• Invoice accuracy rate — errors, credit notes raised due to billing mistakes.
• Reconciliation completion — % of customer accounts reconciled monthly.
• Compliance — zero eTIMS/KRA penalties arising from invoicing errors.