Debt Collections Officer -B2B collection at Gap Recruitment Services Limited

Compensation: KES. 90,000 Per Month

Role Overview

• Our client is a leading manufacturer and supplier of cleaning, sanitizing, and maintenance solutions, serving industrial, commercial, and institutional clients across Africa.
• They provide end-to-end hygiene solutions through:
• Industrial and institutional chemical products (detergents, disinfectants, sanitizers)
• Cleaning equipment and dosing systems
• Integrated service offerings (contract cleaning, pest control, laundry solutions, and water treatment)
• The Debt Collections Officer will be responsible for managing and recovering outstanding B2B receivables while maintaining strong and professional relationships with customers.
• The role will focus on ensuring timely collection of customer debts, reducing overdue balances and bad debts, resolving account-related disputes, and supporting the company's cash-flow and working-capital objectives.
• The successful candidate will work closely with Finance, Sales, Customer Service, Operations, and customers to ensure invoices are accurately followed up, disputes are resolved promptly, and agreed payment terms are adhered to.

Key Responsibilities

Debt Collection & Receivables Management

• Manage an assigned portfolio of B2B customer accounts and ensure timely collection of outstanding balances.
• Monitor customer accounts and ageing reports to identify overdue and high-risk accounts.
• Conduct regular collection follow-ups through telephone calls, emails, meetings, and written correspondence.
• Establish and maintain effective collection schedules for overdue accounts.
• Secure clear payment commitments from customers and follow up to ensure commitments are honoured.
• Escalate severely overdue or high-risk accounts in accordance with company credit-control procedures.
• Maintain accurate records of all collection activities, customer commitments, disputes, and payment arrangements.

Customer Account Reconciliation

• Reconcile customer accounts and statements regularly.
• Investigate discrepancies between company records and customer statements.
• Follow up on unallocated payments, short payments, credit notes, and invoice discrepancies.
• Ensure customer accounts accurately reflect invoices, payments, credit notes, and adjustments.
• Work with the finance team to resolve account reconciliation issues promptly.

Invoice & Dispute Resolution

• Follow up on unpaid invoices and establish reasons for delayed payment.
• Identify and escalate invoice disputes, pricing issues, missing documentation, purchase-order issues, and service-related queries.
• Liaise with Sales, Operations, Customer Service, and Finance to resolve customer disputes.
• Ensure legitimate disputes are resolved quickly to prevent unnecessary delays in payment.
• Track disputed invoices until resolution and payment.

Credit Control

• Monitor customer credit exposure and payment behaviour.
• Identify customers whose payment patterns indicate increased credit risk.
• Provide recommendations regarding credit limits, payment terms, and collection actions where appropriate.
• Ensure customers comply with agreed credit terms.
• Support the implementation of credit-control policies and procedures.
• Recommend escalation, credit holds, or legal recovery action for accounts that remain persistently unpaid, subject to management approval.

Reporting & Performance Monitoring

• Prepare regular debt collection and accounts-receivable reports.
• Provide updates on outstanding balances, overdue accounts, collection commitments, disputes, and recovery progress.
• Monitor key collection metrics and ageing trends.
• Highlight accounts requiring management intervention.
• Provide accurate collection forecasts to the Finance Manager.
• Maintain up-to-date collection notes and supporting documentation.

Cross-Functional Collaboration

• Work closely with Sales teams to resolve customer payment issues without compromising commercial relationships.
• Coordinate with Operations and service teams on customer disputes relating to delivery or service performance.
• Liaise with Finance and Accounts Receivable teams regarding invoicing, allocations, reconciliations, and account adjustments.
• Support customer onboarding and credit assessment by providing information on payment history where required.

Customer Relationship Management

• Maintain professional relationships with customers throughout the collection process.
• Communicate firmly but diplomatically when pursuing overdue debts.
• Understand customer payment processes, including purchase orders, approval workflows, invoice submission requirements, and payment cycles.
• Develop effective relationships with customer finance, procurement, and accounts-payable teams to facilitate timely payment.

Required Skills & Competencies

• Strong understanding of B2B credit control and debt collection processes.
• Good knowledge of accounts receivable and customer account reconciliation.
• Strong numerical and analytical skills.
• Excellent verbal and written communication skills.
• Strong negotiation and persuasion skills.

Qualifications

• Diploma or Bachelor's degree in Finance, Accounting, Business Administration, Commerce, or a related field.
• Professional qualifications such as CPA (K), ACCA, or equivalent will be an added advantage.
• Relevant training in credit management or debt collection is desirable.

Qualifications & Experience

• At least 3 years of relevant experience in B2B debt collection, credit control, accounts receivable, or a related finance role.
• Experience managing collections from corporate, institutional, industrial, or commercial customers.
• Demonstrable experience handling overdue and disputed accounts.
• Experience with customer account reconciliations and ageing analysis.
• Experience dealing with finance, procurement, and accounts-payable departments within corporate customer organisations.

Application Deadline: 8th September 2026