Debtors Clerk

Full Job Description

Contact person for this position:

Gustav Wilken

Job Summary

The Debtors Clerk is responsible for managing the full accounts receivable (debtors) function. payment allocation, account reconciliations, collections follow-up, and maintaining healthy customer relationships to support the company’s cash flow and working capital.

Key Responsibilities

Allocate incoming payments (cash, EFT, debit orders, cards, etc.) correctly to customer accounts and invoices.

Maintain and update the debtors ledger and age analysis, ensuring overdue accounts remain within agreed terms (typically 30–45 days).

Perform regular debtor account reconciliations and resolve discrepancies.

Send monthly customer statements and follow up on outstanding balances via phone, email, or other channels.

Chase overdue accounts, negotiate payment arrangements where appropriate, and escalate problem accounts as required.

Open and maintain new customer accounts, ensuring all required documentation and credit checks are completed.

Handle customer queries relating to invoices, statements, payments, and account balances professionally and promptly.

Prepare and submit regular reports (daily/weekly/monthly age analysis, collections status, provisions, etc.).

Support month-end and year-end closing processes, including assisting with audits.

Maintain accurate filing and record-keeping of all debtors documentation.

Perform any other ad-hoc duties as assigned by the Finance/Debtors Manager.

Requirements

Education

Matric / Grade 12 (National Senior Certificate)

Certificate or Diploma in Bookkeeping, Accounting, or Finance preferred

Tertiary qualification in Accounting/Finance advantageous

Experience

2–5 years’ experience in a debtors / accounts receivable role (experience level varies by organisation)

Experience with accounting software Omni and Excel.

Previous credit control or collections experience is highly advantageous

Skills & Competencies

Strong numerical and reconciliation skills with excellent attention to detail

Proficient in Microsoft Excel (including pivot tables, VLOOKUP/XLOOKUP, and data analysis)

Good verbal and written communication skills

Ability to work under pressure, especially during month-end

Strong organisational and time-management skills

Professional telephone manner and customer service orientation

Ability to work independently and as part of a team

Honesty, reliability, and integrity when handling financial information

Preferred Attributes

Knowledge of basic accounting principles

Experience managing a high volume of accounts

Bilingual skills (English + Afrikaans or another local language) can be advantageous in certain regions

Proactive approach to collections and problem-solving

Job Type: Full-time

Ability to commute/relocate:

• Paarl, Western Cape: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person