Accounts Receivable & Collection Officer

General Job Purpose:To manage and monitor customer accounts and the complete collection cycle, starting with ensuring the readiness of billing requirements and supporting documents, through the preparation and issuance of invoices and following up until customer approval, and concluding with the collection of outstanding amounts, confirmation of receipt, reconciliation, and updating customer balances.The position also contributes to reducing the collection period, minimizing delays in invoice issuance and outstanding payments, addressing collection and payment issues, maintaining accurate customer balances, and preparing periodic reports related to billing and collection.Scope of Responsibility:The position covers the full Accounts Receivable and Collection cycle, from the Project / Contract stage through collection, reconciliation, and closing, according to the following process:Project / Contract → Billing Readiness → Invoice Preparation → Invoice Submission → Customer Approval → Payment Due → Collection → Bank Receipt → Reconciliation → ClosingThe position holder is responsible for proactive follow-up to ensure invoice readiness and prevent delays in invoice issuance, approval, or collection.Key Responsibilities and Duties:1. Billing ReadinessMonitor contracts and projects within the assigned customer portfolio and ensure awareness of billing schedules and requirements.Identify invoices and progress claims due for issuance during the month and proactively monitor their readiness.Follow up on progress claims and completed works at least three days prior to the billing date, in accordance with the approved schedule.Ensure that all required billing documents are complete, including progress claims, completion records and certificates, Timesheets, work reports, Purchase Orders (POs), and required approvals.Coordinate with Project Managers, Operations, Human Resources, and Finance to complete any missing documents or requirements.Escalate any issues that may affect or delay invoice issuance in a timely manner.2. Invoice Preparation and IssuancePrepare invoices in accordance with contracts, agreements, and approved Purchase Orders.Review invoice values, billing periods, PO numbers, project and customer details, Value Added Tax (VAT), and supporting documents.Enter and issue invoices through the company’s approved ERP system.Submit invoices through customer platforms or government portals when required.Ensure invoices are accepted without errors or rejection notices, and coordinate with the relevant parties to resolve any comments or rejected invoices.Record and maintain invoice numbers, issue dates, due dates, values, and current status.3. Invoice Follow-up and ApprovalFollow up on invoices from the date of issuance until customer approval.Follow up through customer platforms, email, telephone, meetings, procurement systems, government invoicing platforms, and other relevant channels as required.Follow up on any customer comments, objections, or additional requirements and coordinate their resolution.Maintain an updated Log Sheet for each invoice, including invoice status, latest action taken, follow-up date, next action, and reasons for any delay.Escalate invoices with delayed approval in accordance with the company’s approved procedures.4. CollectionFollow up on invoices before and after their due dates to ensure timely payment.Communicate with customers to obtain clear payment dates and monitor Promises to Pay.Follow up on overdue invoices, identify the reasons for delays, and work to resolve them.Send and follow up on Payment Follow-up communications.Follow up on Payment Orders and