Accounts Receivable Supervisor

Position Overview

Reporting to the Finance Manager, the Accounts Receivable Supervisor plays a pivotal role in overseeing the end-to-end commercial lifecycle of projects, from contract award through to final collection. This position is instrumental in ensuring seamless client approvals, accurate milestone certifications, timely billing, efficient receivables collection, and the resolution of commercial disputes. Acting as the primary commercial representative for newly awarded projects until project management ownership is formally established, the Supervisor provides ongoing support to project teams on contractual and commercial matters, fostering alignment and mitigating risks throughout the project’s duration.

Key Responsibilities

Contract Handover & Project Initiation

• Receive project handover documentation from the Sales team immediately following contract award to ensure a smooth transition.
• Conduct thorough reviews of customer contracts, purchase orders, framework agreements, and commercial terms to identify critical obligations and risks.
• Develop comprehensive project commercial summaries and risk assessments to inform stakeholders of potential challenges and opportunities.
• Define and document critical billing milestones and contractual obligations to ensure alignment with project execution timelines.
• Communicate all contractual requirements necessary for invoicing to Project Managers, ensuring clarity and compliance.

Contract Administration

• Serve as the Contract Representative for newly awarded projects until a designated Project Manager is assigned, ensuring continuity in commercial oversight.
• Coordinate and facilitate internal project kick-off meetings to align all stakeholders on contractual and commercial expectations.
• Monitor the execution of contractual deliverables and track compliance with customer obligations that impact project delivery.
• Maintain a centralized repository of complete contract documentation, ensuring accessibility and accuracy for all relevant parties.

Billing Management

• Develop and maintain detailed project billing schedules, ensuring alignment with contractual milestones and payment terms.
• Track the achievement of billing milestones and verify the availability of all required documentation prior to invoice issuance.
• Follow up with Project Managers and clients to obtain PMS acceptance, completion certificates, delivery acknowledgements, and necessary sign-offs in a timely manner.
• Collaborate closely with the Finance team to ensure the timely issuance of invoices and maintain accurate billing trackers for all active projects.
• Monitor unbilled revenue and billing backlog to identify and address potential delays or discrepancies.

PMS Acceptance & Client Approvals

• Lead initiatives to secure PMS acceptance and milestone certifications, coordinating directly with customer representatives to expedite approvals.
• Arrange and facilitate meetings to resolve approval delays, escalating persistent issues to senior management as required.
• Maintain detailed acceptance status reports for management review, providing transparency on progress and potential bottlenecks.

Collection Management

• Monitor customer aging reports to identify overdue accounts and prioritize collection efforts accordingly.
• Develop and implement structured collection plans for overdue accounts, including regular follow-ups with customers.
• Arrange and conduct collection meetings with clients to address payment delays and resolve documentation issues that may be impeding payments.
• Collaborate with Project Managers and Finance teams to identify and remove barriers to collections, ensuring timely resolution of outstanding receivables.

Commercial Dispute Resolution

• Act as the primary commercial focal point for resolving disputed invoices, investigating the root causes of payment delays and coordinating with clients and internal stakeholders to reach amicable solutions.
• Address disputes related to scope, variations, deliverables, acceptance certificates, payment terms, and contract interpretation, ensuring fair and efficient resolution.

Claims & Variations Management

• Identify opportunities for change orders and variations, ensuring all modifications are accurately documented and approved in accordance with contractual terms.
• Coordinate the submission of commercial claims and maintain a comprehensive variation order register to track status and recovery efforts.

Contract Compliance & Risk Management

• Monitor compliance with all contractual obligations and review customer correspondence for potential commercial implications or risks.
• Proactively identify and mitigate commercial risks at an early stage to protect the company’s contractual rights and financial interests.

Legal & Commercial Coordination

• Liaise with external legal counsel as needed to support dispute resolution and contract-related legal matters.
• Prepare and maintain documentation for legal claims, ensuring all evidence and correspondence are accurately recorded and accessible.
• Support senior management in contract negotiations and amendments, providing commercial insights and recommendations.

Reporting & Documentation

• Prepare and maintain a suite of critical reports, including Billing Status Reports, Collection Status Reports, Aging Analysis, Overdue Receivables Reports, and Unbilled Revenue Reports.
• Develop and update the PMS Acceptance Tracker, Contract Risk Register, Variation Order Register, and Commercial Claims Register to provide stakeholders with real-time visibility into project commercial health.

Qualifications & Experience

Candidates must possess a Bachelor’s degree in Business Administration, Finance, Law, Engineering, or Contract Management. An MBA, PMP, or FIDIC professional qualification is highly desirable. The ideal candidate will have 4–6 years of progressive experience in Contract Management, Commercial Management, Billing & Collections, or Project Administration, with a proven track record of managing complex commercial lifecycles and resolving disputes efficiently.

Core Competencies

• Commercial Acumen: Deep understanding of contract interpretation, commercial risk assessment, and financial implications of contractual terms.
• Analytical Skills: Ability to interpret financial data, aging reports, and commercial metrics to drive informed decision-making.
• Stakeholder Management: Exceptional communication and negotiation skills to collaborate effectively with clients, Project Managers, Finance, and Legal teams.
• Attention to Detail: Meticulous approach to documentation, billing schedules, and compliance tracking to ensure accuracy and mitigate errors.
• Problem-Solving: Proactive identification and resolution of commercial disputes, payment delays, and contractual ambiguities.
• Organizational Proficiency: Strong project management and multitasking abilities to handle multiple projects and deadlines simultaneously.