Debtors Clerk

Purpose of the Role

The Debtor’s Clerk is responsible for managing customer accounts, ensuring timely collection of outstanding debts, maintaining accurate financial records, and supporting the company's cash flow by monitoring and following up on overdue accounts.

Key Responsibilities

Debtors Administration

• Generate and distribute customer invoices and statements.
• Maintain accurate debtor account records.
• Process credit notes, adjustments, and account reconciliations.
• Allocate customer payments to the correct accounts.

Collections and Credit Control

• Follow up on outstanding accounts via telephone, email, and written correspondence.
• Monitor debtor age analysis and report overdue accounts.
• Negotiate payment arrangements with customers where necessary.
• Escalate unresolved payment issues to management.

Account Reconciliation

• Reconcile customer accounts regularly.
• Investigate and resolve account queries and discrepancies.
• Ensure all customer payments are correctly recorded and allocated.

Reporting

• Prepare weekly and monthly debtors reports.
• Maintain debtor aging reports and collection statistics.
• Assist with month-end and year-end financial processes.

Customer Service

• Respond to customer queries regarding invoices, statements, and payments.
• Build and maintain positive relationships with customers.
• Liaise with internal departments to resolve billing issues.

Compliance and Record Keeping

• Ensure compliance with company financial policies and procedures.
• Maintain accurate filing and record management systems.
• Protect confidential customer and financial information.

Minimum Requirements

Education

• Grade 12 (Matric).
• Certificate or Diploma in Accounting, Finance, Bookkeeping, or related field (advantageous).

Experience

• Minimum 5 years' experience in a debtors or accounts receivable role in the logistics fields or related.
• Experience working with accounting software (e.g., Sage, freight focus, Pastel).

Skills and Competencies

• Strong numerical and analytical skills.
• Excellent communication and negotiation abilities.
• Attention to detail and accuracy.
• Good organizational and time-management skills.
• Proficiency in Microsoft Excel and Microsoft Office.
• Ability to work under pressure and meet deadlines.
• Problem-solving and customer-service orientation.

Work Location: In person