Accounts Receivable Supervisor

Role Summary

The Accounts Receivable Supervisor at Lantern Systems Co. Ltd operates under the Finance Manager, overseeing the commercial processes of projects from contractual award through to final payment collection. This involves guaranteeing the prompt receipt of client approvals, billing milestones, receivables collection, and resolving any commercial disagreements. The role also serves as the company's commercial liaison until project managerial control is assumed, continuously aiding project teams on contractual and commercial challenges.

Key Duties

• Obtain project handover details from the Sales team immediately post contract award.
• Analyze customer agreements, purchase orders, framework contracts, and commercial terms comprehensively.
• Compile commercial summaries and evaluate risks connected with each project.
• Pinpoint crucial billing milestones and contractual commitments to ensure accurate invoicing.
• Communicate all invoicing-related contractual prerequisites to Project Managers.
• Function as Contract Representative for new projects prior to assignment of a Project Manager.
• Organize initial project meetings and track contractual deliverables diligently.
• Keep contract documents complete and monitor client obligations affecting project progression.
• Maintain project-specific billing schedules and monitor milestone completions.
• Ensure all documents needed for invoicing are complete before invoices are issued and follow up with Project Managers and clients to secure approvals and acknowledgments.
• Coordinate invoicing with the Finance department and maintain up-to-date billing record trackers.
• Lead efforts to acquire PMS acceptance and milestone approvals directly liaising with customers, scheduling meetings to expedite delayed approvals, and escalating issues as needed.
• Track customer payment aging and devise collection strategies for overdue accounts, including organizing client meetings and resolving payment delays caused by documentation or other issues.
• Address disputed invoices by investigating payment delays, coordinating with clients and internal teams, and resolving issues related to scope, variations, deliverables, acceptance certificates, payment terms, and contract interpretations.
• Identify and document change orders and contract variations, ensure they are authorized, and manage claim submissions and recovery tracking.
• Ensure contractual compliance, review customer correspondence for commercial impact, and identify early commercial risks.
• Collaborate with external legal advisors when necessary, prepare legal claim documents, support dispute resolution processes, and participate in contract negotiations and modifications.
• Prepare and manage comprehensive reports such as Billing Status, Collection Status, Aging Analysis, Overdue Receivables, Unbilled Revenue, PMS Acceptance, Contract Risk Register, Variation Order, and Commercial Claims registers.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Finance, Law, Engineering, or Contract Management.
• Preferred additional qualifications include MBA, PMP certification, or FIDIC professional credentials.
• Experience between 4 to 6 years in Contract Management, Commercial Management, Billing & Collections, or Project Administration.

Key Competencies

• Commercial expertise in contract interpretation, claims, negotiation, and variation management.
• Financial proficiency in billing processes, collections, receivables, and cash flow awareness.
• Strong behavioral skills including negotiation, conflict resolution, client relationship management, escalation handling, and persuasive communication.

Systems and Language

• Must be proficient with ERP systems, particularly Microsoft Dynamics, within a Microsoft Windows environment.
• Additional familiarity with MS Word, Excel, PowerPoint, and Outlook is advantageous.
• Fluent verbal and written skills in both English and Arabic are essential.