DEBTORS CLERK

MAIN PURPOSE OF JOB:

The Debtors Clerk is responsible for the accurate and timely administration of customer accounts, including invoicing, allocation of payments, account reconciliations, and collection of outstanding balances. The role ensures that customer accounts are maintained accurately and that payments are received within agreed credit terms.

RELATIONSHIPS AND PERSONAL ACTIVITIES:

• Directly responsible to the Financial Manager.
• Relationships with Customers and company staff.
• Capital expenditure: No purchasing authority.
• Operational expenditure.

LIMITS OF AUTHORITY:

MAIN JOB FUNCTIONS:

DEBTORS (ACCOUNTS RECEIVABLE):

• Prepare, process, and issue customer invoices, credit notes, and statements.
• Accurately capture customer transactions and maintain debtor account records.
• Allocate customer payments and receipts to the correct accounts.
• Reconcile customer accounts and investigate outstanding or disputed items.
• Monitor customer accounts and follow up on overdue and outstanding payments.
• Contact customers regarding overdue accounts and arrange payment of outstanding balances.
• Respond to customer queries relating to invoices, statements, payments, and account balances.
• Maintain accurate customer master data and account information.
• Process and monitor customer refunds and adjustments where applicable.
• Prepare debtor ageing reports and assist with monitoring the company's outstanding receivables.
• Identify and escalate overdue or high-risk accounts to management.
• Assist with month-end debtor reconciliations and reporting.
• Ensure all debtor transactions are processed accurately and within company deadlines.
• Maintain proper filing of invoices, receipts, statements, correspondence, and supporting documentation.
• Assist with internal and external audits by providing relevant debtor records and supporting documentation.
• Ensure compliance with company credit control policies and procedures.
• Perform general accounting and administrative duties as required.

EXPERIENCE AND QUALIFICATIONS:

• Matric (with accounting as a subject).
• Computer Literacy, preferably in Excel and Pinnacle.
• Previous experience in debtors, accounts receivable, credit control, or financial administration is preferred.
• Good working knowledge of Microsoft Excel.
• Strong numerical and reconciliation skills.
• Excellent attention to detail and accuracy.
• Good communication and customer service skills.
• Strong organizational and time-management skills.
• Ability to meet deadlines and work under pressure.
• Professional, reliable, and able to maintain confidentiality.

Key Competencies

• Accounts receivable administration.
• Credit control and collections.
• Customer account reconciliation.
• Attention to detail.
• Numerical accuracy.
• Communication and negotiation skills.
• Problem-solving.
• Time management.
• Organization and record keeping.
• Confidentiality and integrity.
• Ability to work independently and as part of a team.

Performance Measures

• Accurate and timely processing of customer invoices and receipts.
• Accurate reconciliation of customer accounts.
• Effective follow-up and collection of overdue accounts.
• Reduction of outstanding and overdue balances.
• Timely resolution of customer account queries.
• Accurate maintenance of debtor records.
• Timeous reporting of FIC.