Debtors Clerk

Large Hotel based in Cape Town is looking for a Debtors Clerk.

The Debtors Clerk is responsible for the accurate and efficient management of debtor accounts and accounts receivable processes within the organisation. The role includes processing invoices, allocating payments, reconciling accounts, following up on outstanding payments, and resolving debtor queries.

The Debtors Clerk ensures that all transactions are correctly captured, supporting documentation is complete, and customer accounts are maintained in accordance with company policies and procedures. The position plays a key role in maintaining healthy cash flow, accurate financial records, and positive client relationships through effective communication and credit control practices.

Duties:

Invoice Processing & Capture:

Receiving invoices from varies departments within the Hotel and verifying completeness and accuracy
Ensuring all invoices are supported with correct documentation (e.g. signed Proof of Delivery, service confirmations, purchase orders where applicable)
Capturing invoices and credit notes accurately on the accounting
Ensuring invoices are correctly allocated to the correct customer account (AR account) and cost centre where applicable
Scanning and filing invoices in the electronic document management system

Debtors Administration & Account Maintenance:

Maintaining full debtor ledger with accurate and up-to-date records
Monitoring and maintaining customer credit limits and terms as per company policy
Ensuring all transactions are correctly posted and accounted for daily
Processing journals, adjustments, and corrections where authorised
Updating customer master data (contact details, billing information, payment terms)

Statements, Reconciliations & Reporting:

Generating and distributing monthly debtor statements timeously
Performing monthly debtor reconciliations for key accounts and high-value clients
Investigating and resolving statement discrepancies and unidentified payments

Requirements:

Relevant financial qualification essential
At least 3–5 years’ proven experience in a Debtors Clerk / Accounts Receivable role with a hotel environment
Experience managing a debtor book with multiple accounts and high transaction volumes
Strong experience in debtor reconciliations and age analysis reporting
Proficiency in Opera
Proficiency in Microsoft Office and strong Microsoft Excel skills (VLOOKUP, pivot tables, basic formulas required)
Solid understanding of credit control processes and collection procedures
Experience working with 30/60/90-day ageing structures
Ability to investigate and resolve complex account discrepancies independently
Strong verbal and written communication skills for client interaction
High attention to detail with strong numerical accuracy
Ability to work under pressure and meet strict monthly deadlines
Strong organisational skills and ability to prioritise workload effectively
Professional handling of confidential financial and client information
Telephone and email etiquette
Conflict Resolution Skills
Professional and Diplomatic Disposition
Strong communication and interpersonal skills.
Ability to work within a team and without supervision
Good Resolution and problem-solving skills
Exceptional attention to detail
Be well versed in the English language essential
Flexibility to work as per operational requirements