Debtors And Contracts Administrator

The Debtors and Contracts Administrator is responsible for managing the company’s accounts receivable function while also overseeing the administration, maintenance, and monitoring of customer contracts. The role ensures accurate billing, timely collection of outstanding accounts, proper contract documentation, and effective communication with clients and internal departments.

Key Responsibilities

• Manage the full debtors/accounts receivable process
• Prepare and issue accurate invoices and statements to clients
• Allocate and reconcile customer payments
• Monitor outstanding accounts and follow up on overdue payments
• Conduct regular debtors reconciliations
• Maintain accurate and up-to-date customer account records
• Handle customer queries relating to invoices, payments, and account balances
• Assist with credit control and collections
• Prepare regular debtors reports and ageing analysis
• Ensure all supporting documentation is accurately maintained
• Prepare, process, and maintain customer contracts and related documentation
• Ensure contracts are accurately captured and filed
• Monitor contract start and expiry dates, renewals, and amendments
• Maintain a contract database and ensure important deadlines are monitored
• Liaise with clients and internal departments regarding contract-related queries
• Assist with contract amendments, renewals, and termination documentation
• Ensure that contract information corresponds with billing and customer account details
• Assist with audits and provide relevant financial and contract documentation when required
• Maintain confidentiality of financial and contractual information
• Provide general administrative and financial support to the department

Education and Qualifications:

• Grade 12 or equivalent
• A qualification in Finance, Accounting, Business Administration, or a related field would be advantageous
• Computer literate, with strong knowledge of Microsoft Excel
• Experience with accounting or ERP systems

Experience:

• Previous experience in a Debtors, Accounts Receivable, Credit Control, or Finance Administration role
• Experience in contract administration would be advantageous
• Previous experience managing customer accounts and contract documentation
• Experience in a technology, office automation, telecommunications, or service-based environment would be beneficial

Skills and Competencies:

• Strong numerical and financial administration skills
• Excellent attention to detail
• Strong organisational and time-management skills
• Good understanding of debtors and accounts receivable processes
• Strong Excel and computer skills
• Excellent communication and interpersonal skills
• Professional and confident when dealing with clients
• Ability to follow up on outstanding payments professionally and assertively
• Strong document management and administrative skills
• Ability to manage deadlines and contract renewals
• High level of accuracy and confidentiality
• Ability to work independently and as part of a team
• Strong problem-solving skills

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