Debtors Clerk

Job Purpose

Processes routine customer invoicing, receipt allocation, and ledger maintenance to keep debtor records accurate and current. Working under close supervision, the Debtor Clerk handles standard follow-up on overdue balances and routine queries, escalating exceptions and unresolved issues to the Debtors Controller.

Principal Accountabilities

• Prepares and enter customer invoices, credit notes, and receipts into the debtor system to ensure postings are accurate and timely.
• Checks supporting documents, pricing details, and payment references before posting to ensure transactions are allocated to the correct account.
• Collates and file transaction support documents to ensure an accurate audit trail is available for review.
• Follows up overdue accounts by telephone and written reminders to ensure customers understand payment requirements and due dates.
• Records promises to pay, disputed items, and agreed actions to ensure follow-up remains traceable and current.
• Identifies high-risk, unresolved, or non-routine matters and escalate them to the Debtors Controller to ensure timely intervention.
• Confirms receipt commitments and outstanding balances with customers to support settlement and reduce overdue debt.
• Reconciles routine receipts and customer balances to the debtor sub-ledger to ensure differences are identified early.
• Reviews unmatched items, short payments, and simple posting errors to ensure corrections are processed promptly.
• Prepares supporting schedules for month-end and year-end activities to ensure the Debtors Controller has accurate inputs.
• Responds to routine billing, receipt, and statement queries from customers to ensure issues are resolved or routed correctly.
• Liaises with sales, operations, and finance colleagues to confirm supporting information and ensure billing accuracy.
• Issues standard statements and account information to support settlement and clear communication.
• Document query status, follow-up actions, and responses to ensure matters remain visible until closed.
• Prepares debtor ageing, receipt, and follow-up reports to ensure the Debtors Controller has current visibility of outstanding balances.
• Files source documents and maintain audit evidence to ensure records are complete for review.
• Applies approved finance procedures and segregation of duties to ensure control compliance.
• Check report accuracy and submission deadlines to ensure management receives reliable information on time.

Qualifications & Experience

• National Diploma in Accounting, Finance, Bookkeeping, or a related field preferred
• Minimum 2 to 4 years of experience in debtor administration, accounts receivable, invoicing, or customer billing.
• Working knowledge of invoice processing, receipt allocation, statements, reconciliations, and ageing reports. Exposure to FMCG, food manufacturing, Airline industry or shared services is advantageous.

Knowledge and Skills

Basic proficiency in ERP or accounting systems and Microsoft Excel. Understanding of VAT, document control, and finance controls in a South African business environment. Strong numeracy, accuracy, communication, and customer service skills.

Attributes

• Honest and trustworthy
• Highly organized
• Strong attention to detail
• Excellent communication and interpersonal skills
• Strong numerical and analytical ability
• Customer service oriented
• Self-motivated and proactive
• Able to work independently and as part of a team
• Good problem-solving skills
• Reliable and dependable
• Able to work under pressure and meet deadlines
• Professional and confidential when handling financial information
• Strong time management skills
• Positive attitude and willingness to learn

Additional Information

Air Chefs SOC Ltd is a premium food solutions company with over 40 years of experience. A wholly owned subsidiary of South African Airways, we are uniquely positioned to deliver exceptional food and hospitality services across air, corporate, and event sectors. With three strategically located operational units in Johannesburg, Cape Town, and Durban, we have the capacity to produce over 50000 meals daily, serving domestic and international airlines, airport lounges, events, and corporate canteens.