New Organization structure & Job Descriptions

For Gentleman Chits

BRAMMA

New Organization structure &Job Description

GENTLEMAN CHITS FUND

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New Organization structure &Job Description

GENTLEMAN CHITS FUND

ORGANIZATIONAL STRUTURE Title: -Managing Director M.D- Babu Duties and Responsibilities Responsible for the overall management of a company. This includes the staff, the customers, financial budget, the company's assets and all other company resources to make the best use of them and increase the company's profitability. Design, Develop and implement the strategic plan for his company in the most cost effective and time efficient manner. Responsible for both the day-to-day running of the company and developing business Establishes operational objectives and assignments and delegates assignments to subordinate managers. Provide leadership and guidance to cross functional teams to assure revenue goals are met, costs are minimized, and high levels of customer satisfaction are achieved.

Collect and Review daily, weekly & monthly reports from each department heads Conduct weekly meeting with the entire department Heads.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND M.D is the ultimate decision maker on any matters of the company. Keep a close watch on competitor s activities, conceiving & implementing strategies to increase profitability. Developing new products Interaction with High net worth customers and supporting sales.

Title: - Business Development Manger. Reports to: M.D.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Sales Department Business Development Manager-Mr. Siby

Develop annual marketing plans for the company in a cost effective manner. Achieve annual company target and maximize profit through transparent business. Develop daily/monthly business plan for the company and it should be achieved.

BDM should be responsible for taking immediate correction and appreciation of his team. Ensure that appreciation actions are discussed in Public and corrective actions are discussed only in Private cabin.

Develop & Implement innovative and cost effective marketing strategies for the company.

Overall responsibility of maintaining strict disciplinary policies and be part of the disciplinary committee of the company.

In the absence of M.D, overall responsibility of the company. Provide administrative assistance to H.O manager and chief accountant as and when needed.

Being a Manager of the company always try to be a model by example to other employees. Overall Responsible for the day to day sales activities of the company.

Discuss each and every important matter with M.D on a Daily Basis either direct or over the phone.

Perform timely Reminding on important matters to M.D. Achieve sales target through the entire sales team.

Fix DAILY, MONTHLY, QUARTERLY target for the entire sales team.

New Organization structure &Job Description

GENTLEMAN CHITS FUND Closely monitor the daily productivity of his sales team and do the necessary corrections and appreciation.

Manage BM AND ABMs to attain required levels of sales revenue.

Monitor BM, ABMs in direct selling to meet company sales goals.

Participates in direct selling to meet company sales goals. Communicates effectively with customers.

Ensure no false commitments be given to any one by himself & other departmental employees.

Maintain financial discipline related o sales activities. Collect feedback from customers and if any important matters, discuss with M.D and take actions.

Keep minutes register of sales review meeting. Maintain staff movement register effectively & strictly. Participates in the development of a business plan to increase profitability, new business relationships and business/vendor relationship maintenance.

Planning and implementation of promotional activities for enhancing Brand Equity. Ensure proper reporting of self and team members on daily, weekly and monthly basis.

Keep a close watch on competitor s activities especially their Chit Scheme/ Plan with valid proof and conceiving & implementing strategies to increase profitability in consultation with M.D.

Conduct half monthly, Monthly departmental meetings effectively and efficiently. Responsible for proper maintenance of public relations system in the company. Keep public relations register. Public relations mean keeping the entire company related
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New Organization structure &Job Description

GENTLEMAN CHITS FUND govt officials name, designation, address; and phone no on this register. Timely updating of this public relations register is completely under the control of BDM. If there is any emergency situation occurs, conduct 5 minutes meeting on important matters with other departmental employees .Submit detailed these matters.

report to M.D on

Interacts positively with other departments to achieve company goals. Discuss personal achievement results with M.D on a weekly basis. Manage Recovery assistants and provide adequate direction to them. Contact defaulters over the phone. Meet high net worth defaulters and recover the dues. Maintain professional sales diary. Maintain office files in proper order. Participates in weekly sales review meeting. Supervise employees, ensuring that employees are on time, assigning

overtime as necessary.

Participate in Recruitment procedures along with M.D. Submit daily report of defaulters, recovery status and new businesses to MD. Source new clients. Achieve individual targets. Maintain customer data.

Submit weekly business development report to M.D. Submit Day wise Recovery Report to M.D on a weekly basis. Other duties as assigned.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND

Title: - Business Manger. Reports to: Business Development Manager. Sales Department Business Manager-Mr.Appukuttan.

Reports the office at 9.00a.m.

Manage two ABMs, take daily reports from them and responsible for meeting the sales targets

of the team under.

Participates in direct selling to meet company sales goals. Determine staffing requirements and train new employees. Responsible for creating different chit schemes for the company along with

BDM and M.D.

Manage departmental employees effectively and efficiently. Collects daily and weekly reports from ABMs. Prepare agenda for Weekly Sales Review Meeting.

Maintain financial discipline related o sales activities. Ensure no false commitments be given to any one by himself & other departmental employees.

Collect feedback from customers and if any important matters, discuss with M.D and take actions.

Overall responsibility of maintaining strict disciplinary policies and be part of the disciplinary committee of the company.

Being a Manager and one of the senior employees of the company always try to be a model by example to other employees.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Manage ABMS and give necessary guidance and directions to them. Responsible for conducting weekly sales review meeting on every Saturday

10.am.

Analyze the weekly performance of sales people in sales review meeting and submit weekly report to MD.

Collect daily reports from departmental employees. Discuss each and every important matter with M.D on a Daily Basis either direct or over the phone.

Assist M.D to fix targets for sales staff. Follow all attendance and appearance policies and procedures. Maintain appropriate levels of confidentiality as required. Interact positively with other departments to achieve company goals.

Ensure proper reporting of self and team members on daily, weekly and monthly basis. Discuss personal achievement results with sales manager on a weekly basis.

Call at least 5 Existing customers on a daily basis and collect their feedback. Present those feedback on weekly sales review meeting.

Collect defaulters list and conduct follow up for recovery. Meet defaulters and Perform Recovery acquisition. Assist BDM to draft correspondence letters and take necessary actions.

Assist BDM with training for departmental staff on legal requirements to effectively collect Recovery.

Keep in Touch with Legal authorities on matters like suit filing and its status.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Meet advocates and represent the company on legal matters. Be at the court and represent the company on legal matters as and when needed. Submit Weekly Business Development Report to BDM. Submit Daily Recovery Call Report to BDM. Other duties as assigned.

Title: - H.O Manger. Reports to: M.D. H.O Manager- Chandrasekharan

Reports the office at 9.00a.m. Maintain Bank Reconciliations. Verify bank passbook and bank balance. Manage staff, preparing work schedules and assigning specific duties. Cash and fund flow management. Verify security documents at the time of chit payments and finance payments. Preservation of cheque book, bank pass book, locker keys. Check all incoming mails related to company matters. Sanction staff leave. Ensure proper maintenance of leave/ service /employment contract records of

each employee.

Deal with the appropriate authorities on all office related matters.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Ensure that the company assets are in a proper condition including vehicles ensuring control over movement of same through log books and it being used for official purposes only. Ensure all Audits take place smoothly and all statutory requirements by law applicable to the head office are met appropriately, wherever applicable.

Inform M.D in case of any malpractices occurred. Conduct weekly department managers meetings.
Keep weekly managers Meetings

agenda and their minutes register

separately and submit to M.D as and when needed. Supervise and guide back office staff in the implementation of the programmes as planned in the weekly/ monthly meeting. Provide proper awareness and information to back office staff on companys

strategic plan. Prepare project proposal or other company related proposals to various agencies

and government. To help the staff to plan and implement innovative programmes.

Ensure that the Chief Account is maintaining proper books of accounts

including basic accounting controls like daily verification of cash in hand, Bank Reconciliation statements, accounting of Receipts / Payments correctly.
Supervise and maintain the Assets Records of company including Sale through

auction or otherwise, conducting physical verification of assets annually and variations, if any, reports to M.D.

Prepare Annual Report of the Head office with the help of the

Accountant/Back office staff and other concerned departmental heads. Allocate staff responsibilities for efficient and effective implementation of the operational plan / accounting / administrative work.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Maintain cordial relation and discipline amongst the staff. Initiate disciplinary action as per the laid down procedure if necessary in

consultation with M.D.

Take part in the selection/recruitment of staff members along with the

selection committee and report the three short listed candidates to M.D in case of departmental heads.

Keep documents of vehicles like RC books, insurance, LIC Policies etc. and other

related works. Keeping accurate records of discussions or correspondence with customers.

Responsible for maintaining companys HR functions effectively and

efficiently. Perform adequate activities related To HR functions.

Closely monitor productivity levels of all the employees and submit this report

on every month to M.D by discussing with various departmental heads.

Overall responsibility of maintaining strict disciplinary policies and be part of

the disciplinary committee of the company. Ensure confidentiality of our company is properly followed by all the employees.

Manage advertising opportunities and plans in press and other media. Organize the availability of company members for media/PR events as necessary. Discuss each and every important matter with M.D on a Daily Basis either direct or over the phone. Handle customer complaints efficiently. Arrange installment payments to Bank Loans for Vehicles.

Meet advocates and represent the company on legal matters.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Be at the court and represent the company on legal matters as and when needed.

Submit cheques to Bank for filing suits and other related works. Payment of Commission/Salary and other related works. Conduct performance evaluations for all department managers. Maintain daily log book for all the field staff. Assist auditors to file statutory returns. Submit Fund Flow Status Report to M.D. Submit Suit Status Report to M.D. Submit monthly MIS report to M.D. Other duties as assigned.

Title: -Chief Accountant Reports to: M.D. Chief Accountant Ms. Kamaladevi

Reports the office at 9.00a.m. Responsible for Timely, accurately Preparation and submission of all the necessary

accounts and its related documents with error free and all these documents must be fulfilled the procedures of the statutory and legal authorities. Responsible for Timely preparing, analyzing, and verifying financial documents for attaining targeted profit of the company. It should be transparent and must be convinced to M.D with valid proof. Submit present financial position report of the company as and when required by the M.D. Proper filing of all the documents of accounts dept and preserve it.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Being a 5S selected company, unnecessary and unwanted documents must be avoided. Responsible for professionally maintaining the payment procedures of the company by bringing transparency, accuracy and promptness in all our payment procedures.

Overall responsibility of maintaining strict disciplinary policies and be part of the disciplinary committee of the company.

All cash dealings and transactions must be informed and get prior approval from H.O Manager/M.D with necessary documents.

Make sure that there should not be any chance for occurring to any financial malpractices in the company.

Responsible for advance financial planning for the company. In financial planning; salary, telephone charge & internet charge, electricity charge, advt budget, vehicle petrol, diesel, incentives to employees etc plan in advance and make sure that this should be included within the limit of Annual Financial Target of the company.

Prepare and review revenue, expense, invoices, and other accounting documents. Analyze revenue and expenditure trends and ensure expenditure control. Maintain Petty cash. Responsible for Timely giving payment to suppliers through cheque/dd/ RTGS /NEFT. Maintain financial discipline in the company and give timely reminder to M.D on cost minimization.

Resolve accounting discrepancies. Responsible for Prompt Payment of telephone Bills and Internet Bills, Electricity Bill, Rent, Insurance etc.

Maintains financial data bases, computer software systems and manual filing systems.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Maintains general records of accounts including various ledgers and registers. Post entries to books and computer. Responsible for timely completion and submission of all the statutory requirements like E-filing, E-payment Co-ordinate audit process. Work with other accounts staff to meet deadlines. Maintain cash book, company day book and Bank Pass book. Manage other accounts staff efficiently. Assist H.O manager to prepare annual financial budget for the company. Supervise the work of accounting and clerical employees engaged in

accounting functions. Investigates account disputes and billing discrepancies. Responsible for maintaining the KML accounts and sending quarterly returns to

IAC Pala. Train new employees and existing employees as and when required. Manage and provide right directions to front office staff. Responsible for proper maintenance of office computers and software. Assist other branch operations as and when required. Submit Daily 5S report to M.D. Submit Cash Book Status Report to H.O Manager. Submit Bank Book Status Report to H.O Manager. Submit Trial Balance Report to H.O Manager. Other duties as assigned.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND

Title: -Assistant Business Managers Reports to: Business Manager Assistant Business Manager - Mr. Rajeev & Mr. _____________

Report the office at 9.00a.m. Participates in direct selling to meet company sales goals. Communicates effectively with customers.

Provide daily direction for the collection staff, monitor daily revenue production, and initiate procedures to increase revenue.

Conducts, evaluates and provides feedback on Collector phone calls to the customers.

Analyze daily competitive collection results and provide feedback to ensure Collectors meet daily collection goals.

ABMs are focused on certain geographic collection areas.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Set Target for each route; monitor the productivity of concerned collection staff in that route.

Responsible for all hiring, training collectors in his area. Visit customers and customer sites in all the assigned routes and ensure that customer satisfaction is achieved.

Communicates and follows-up on sales opportunities, problems at customer site etc should report to B.M.

Facilitate monthly collections meeting with BM, BDM and M.D.

Assists the Business Manager in developing a short-term (1 year) collection revenue and sales growth strategy.

Notify poor collection route and suggest plans for improving collection to B.M. Participates with BM in daily discussion of improving the Daily collection performance. Responsible for ensuring proper timing of collection activities for each collection staff by asking collection time of each customer from both collection staff and customers.

Maintain collection Taking Time Report of each collection executives and based on these time schedule assign specific activities to Collection Executives.

Provide training to collectors. Develop action plans with BM and BDM to resolve billing and payment issues and ensure that collections representatives are following through with those plans.

Manage a team of 5 collection executives to achieve the targets. Call existing customers over the phone. Collect customer references from collection staff and preserve it. Call references over the phone. Provide leadership and guidance to the Team.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Monthly route checking, take notes on the opinions of customers about the company, ask questions about collection executives performance, chit scheme etc and ensure that customer satisfaction is fulfilled.

Assign specific routes to collection executives. Regular route checks to ensure that collection executives are working properly. Follow up of defaulters. Meet defaulters and collect recovery amount. Monitor route wise arrears and reports to BM and take actions for fast

recovery. Accompany collection executives to close new business / recovery as and when

needed. Train new collection executives on company policies, work procedures etc. Follow up on customer complaints regarding collection/ new business

/recovery.

Responsible for firing and motivating his team employees. Submit weekly sales report of his team to Business Manager. Submit Daily Team Performance Report to BM. Submit Daily Telecalling Report to BM. Submit Route Checking report to Business Manager. Call collection executives over the phone while they are in Field to enquire

their activity status. Other duties as assigned.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND

Title-Customer Care Executive Reports to- Front Office Coordinator Customer Care Executive: - Ms. Anju Duties and Responsibilities

Welcome the Visitors. Handling Front Office. Professional Support (Correspondence, Record Filing & coordinating) for Collection Executives.

Respond to enquiries coming through phone line. Attend phone calls and transfer to the other dept. Responsible for Managing guests, clients and candidates.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Help customers to complete joining formalities. Managing the front office area in terms of discipline as per company policy. House Keeping, Pantry's query & Communicating & Directing Visitors & vendors.

Responsible for courier Dispatches and courier receipts and maintaining records for the same.

Receiving and processing daily chit transactions. Filling of the arrival and departure register of collection executives. Deal Chitty Thalavariyola Section and other related works. Submit Daily Thalavariyola Status Report to Front Office Co Coordinator. Assist Passbook Updating Section as and when needed. Assist Finance Section for inland posting as and when needed. Maintain Thalavariyola related all registers and files. Other duties as assigned.

Title- Collection Executives Reports to Assistant Business Manager Duties and Responsibilities

Reports the office at 9.00a.m. Leave the office between 10.30a.m - 11.00 am.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Analyze a customers financial situation and offer the best chit plans to meet company objectives.

Monitor customers according to the customer payment history and habits. Maintain updated accurate customer information to ABMs. Confirm customer identification, collect money and obtain customers

signature on Thalavariyola and other related documents.

Perform consistently to meet performance standards set by the department.

Participation in weekly sales review meeting and feedback sessions. Complete additional projects and tasks as assigned. Assists internal and external customer inquiries on chit collection. Receiving payment from customer and count it and remit the cash at office. Posting amount to customer's collection card at the spot itself. Reports to supervisor if customer fails to respond on collection payment. Follow attendance and appearance policies of the company. Provide assistance to the new collection executives. Ensure all necessary documents, fees and other related things are collected from customers on new business.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Maintain professional sales diary. Submit daily diary sales report to reporting officer. Source at least two references from the customers they met. Submit daily reference list to ABM on a daily basis. Each collection executive should express their weekly sales status on weekly sales review meeting.

Every collection executives should keep all the necessary brochure, collection card, Bill book etc before going to collection field.

Meet customers and collect recovery amount . Other duties as assigned.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Title-Cashier Reports to Chief Accountant Duties and Responsibilities

Receives funds from collection employees and disburses funds. Counts money to verify funds. Count money in cash drawers at the beginning of shifts to ensure that amounts are correct.

Sort, count and wrap currency and coins.

Maintain clean and orderly checkout areas. Calculate total payments received during morning time period.

Withdraws cash from bank accounts and keeps it. Writes vouchers and checks in payment of company expenditures. Other duties as assigned.

Title Front Office Executives Reports To-Front Office Co Coordinator Duties and Responsibilities

Receiving and processing daily chit transactions. Filling of the arrival and departure register of collection executives. Dealing with complaints and handling them. Communication and coordination with other departments.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Send mails/letters to customers to encourage prompt payment and other chit related needs.

Communicate with customers by telephone to determine reason for overdue payment, chit date, document needed etc.

If customer fails to respond Notifies sales department. Make collector wise customers list. Receive payments and post amount paid to customer account. Use automated software to record the customer account information. Issue payment commitment letters. Take back ups of all collection details from compute to ensure data preservation.

Responds to all inquiries (internal and external) relating to Collections, accounts and chits.

Maintains and ensures data integrity in software accounting system. Responds to email inquiries from customers, branch employees and other parties.

Maintains filing and other administrative duties for all collection related activities.

Respond to assigned with accurate and timely work to facilitate financial needs.

Conform with and abide by all regulations, policies, work procedures and instructions and generally accepted accounting practices.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Communicate with co-workers, management, clients, vendors and others in a courteous and professional manner.

Review settlements with H.O manager and BDM & follow up the collection & adjustment of the records accordingly. Maintain documents on bankrupt customers and communicates information to management.

Managing the front office desk. Takes care of the Office board in the absence of Customer care executive. Submit daily 5S report to Front office coordinator. Submit daily report to front office co coordinator. Managing and assisting basic arrangement for client visit & Company Meetings. Other duties as assigned.

Title Front Office Coordinator Reports To-Chief Accountant Front Office Co-Ordinator:-Ms. Sreepriya. Duties and Responsibilities

Responsible for supporting the entire front office staff in all administrative works.

Plan and divide daily work assignments to each front office staff. Provide deadline for front office staff to complete tasks within time. Ensure that all the front office staff is achieved their daily target within time. Management of the front desk, reception, and client waiting area with a service attitude.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Receiving and processing daily chit transactions. Dealing with complaints and handling them. Communication and coordination with other departments. Send mails/letters to customers to encourage prompt payment and other chit related needs. Communicate with customers by telephone to determine reason for overdue payment, chit date, document needed etc. If customer fails to respond Notifies sales department. Make collector wise customers list. Use automated software to record the customer account information. Take back ups of all collection details from compute to ensure data preservation. Responds to all inquiries (internal and external) relating to Collections, accounts and chits. Maintains and ensures data integrity in software accounting system. Responds to email inquiries from customers, branch employees and other parties. Maintains filing and other administrative duties for all collection related activities. Manage front office staff. Provide necessary assistance and guidance to achieve their task within time. Monitor front office staff. Assist chief accountant as and when needed.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Submit Weekly Performance Report of all the front office staff to Chief Accountant. In the absence of any front office staff, take additional responsibility of those front office duties. Accurate record keeping, maintaining a neat and organized work area. Perform routine front office work. Take additional responsilities given by managers and M.D. Submit daily 5S Report to Chief accountant. Submit Extra Duty Completion Report to Chief accountant. Submit Daily Front Office Staff Performance Report to Chief Accountant. Other duties as assigned.

Title Assistant Manager Reports To-H.O .Manager Duties and Responsibilities

Assist H.O manager for his activity. Provide data and information to sales staff as and when needed. Receiving and processing daily chit transactions. Responsible for payment section on chit payment days. Visit with walk in customers, seek their needs and provide right information to them.

In the absence of Customer Care Executive, perform customer care and its related duties.
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New Organization structure &Job Description

GENTLEMAN CHITS FUND Assist H.O Manager in drafting correspondence letters and reports. Maintain company bulletin/White board. Ensure that every day bulletin board is filled with information to employees. Assist H.O manager in planning and co ordination of all staff meetings. Receiving and processing daily chit transactions. Dealing with complaints and handling them. Communication and coordination with other departments. Send mails/letters to customers to encourage prompt payment and other chit related needs. Make collector wise customers list. Receive payments and post amount paid to customer account. Use automated software to record the customer account information. Take back ups of all collection details from compute to ensure data preservation. Responds to all inquiries (internal and external) relating to Collections, accounts and chits. Maintains and ensures data integrity in software accounting system. Responds to email inquiries from customers, branch employees and other parties.

Maintains filing and other administrative duties for all collection and chit payment related activities.

Handle computer, printer problems effectively.

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New Organization structure &Job Description

GENTLEMAN CHITS FUND Maintain recovery database and reports with current up to date information to BDM and BM.

Analyze payment history of defaulters to verify recovery processing. Responsible for leading 5S quality management system in the company. Timely follow up on all files. Documentation of all recovery related efforts of employees. Follow up all legal matters related to recovery. Handle recovery follow up. Responsible for maintain the office files and other documents carefully. Managing difficult situations with customers and providing clients with information, data and advice when responsible persons are not in the office.

Submit daily 5s report to H.O Manger. Submit weekly 5S Status Report to H.O Manager. Other duties as assigned

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