Debtors Clerk

5 days ago


Midrand, South Africa AdaptIT Full time

**Listing reference**: adapt_000193

**Listing status**: Online

**Position summary**

**Industry**:IT & Internet

**Job category**:Education and Training

**Location**:Midrand

**Contract**:Fixed Term Contract

**EE position**:Yes

**About our company**
- Adapt IT (Pty) Ltd is a subsidiary of Adapt IT Holdings Proprietary Limited and a market leader in developing specialised vertical market software and digitally-led business solutions that assist clients across targeted industries to Achieve More by improving their customer experience, core business operations, business administration and enterprise resource planning.

**Introduction**
- Looking for a Debtors Clerk to engage debtors with long outstanding debt.

**Job description**

**PRIMARY RESPONSIBILITIES FOR THE ROLE**- Provide detailed account statements and payment breakdowns for clarity.
- **Confirm Payment Dates for Outstanding Debt**
- Engage clients to confirm specific payment dates for clearing outstanding balances.
- Document agreed-upon payment dates and share them with relevant stakeholders.
- **Conclude Payment Plans for Outstanding Debt**
- Negotiate and finalize realistic payment plans in collaboration with clients.
- Ensure agreements are documented and signed off where necessary.
- **Update Correct Contact Details for Clients**
- Verify and update client contact information in the system to ensure effective communication.
- Maintain a record of updated details for future reference.
- **Follow Up on Payment Commitments**
- Regularly monitor and follow up on clients' adherence to agreed payment plans.
- Escalate non-compliance or delayed payments to the Debtors Manager for further action.
- **Reporting to Line Manager**
- Compile and submit accurate weekly and monthly reports on debtor statuses.
- Highlight high-risk accounts and recommend appropriate collection strategies.
- **Prepare VAT 201 Monthly**
- Ensure accurate and timely preparation and submission of VAT 201 return
- Reconcile VAT control accounts monthly to identify discrepancies.
- **Prepare Debtors Reconciliations Monthly**
- Complete reconciliations of all debtor accounts to ensure balances are accurate.
- Investigate and resolve any discrepancies or overdue accounts.
- Provide a detailed summary of reconciliations to management.
- Updating of the Board system with debtors balances per month
- **Weekly Updates on Debtors Status and Comments**
- Update debtor aging reports weekly, highlighting overdue accounts and payment progress.
- Provide comments on critical accounts and escalate issues to management as necessary.
- Ensure follow-ups on all overdue balances are documented and actioned.
- **Cash Booking Allocation**
- Allocate customer payments accurately and promptly to respective invoices.
- Address unidentified or unallocated receipts to avoid misstatements
- Liaise with the finance team to ensure all payments align with bank statements.
- Conduct Weekly Debtors Meetings with Stakeholders
- Organize and lead weekly meetings to discuss debtor statuses and collection strategies.
- Collaborate with stakeholders to address challenges and identify improvement opportunities.

**Quarterly**
- Prepare the account receivable questionnaire
- Debtors cashflow forecast **Invoicing**:

- Ensure that clients are invoiced on time

**Minimum requirements**

MINIMUM QUALIFICATION AND EXPERIENCE REQUIREMENTS
- Matric / Grade 12 / Equivalent
- Finance qualification (Advantageous)
- Minimum 5 or more years ‘of experience in a similar role
- Debtors experience essential
- Accurate
- Good communication skills and be able to present to stakeholders
- Able to work under pressure
- Deadline driven



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