Debtors and Creditors Clerk

2 weeks ago

Johannesburg, South Africa Conova Recruitment Full time

**Purpose of the Position**

The Debtors and Creditors Clerk will be responsible for carrying out accounting and administrative duties such as the preparation of quotations, processing of customer and supplier invoices, reconciliation of accounts and following-up on unpaid debtors, and to provide clerical support to senior finance staff.

**Key Accountabilities**

***Debtors**
- Prepare quotations for services, parts and repairs based on job cards and requests received from customers.
- Keep track of job cards and ensure that all job cards have been processed and invoices issued to customers.
- Follow up on purchase orders for quotations issued.
- Prepare daily and monthly invoices to customers and issue statements on a monthly basis and on request.
- Prepare journals for service expenses that are part of customer contracts.
- Investigate queries and discrepancies on customer invoices and take the necessary action to resolve or escalate them.
- Maintaining of debtors accounts to ensure that they are timeously and accurately updated
- Monitoring of movements in accounts and the investigation of all unusual items
- Daily liaison with customers regarding outstanding payments or queries
- Resolve client queries timeously and in a professional, approachable manner
- Maintain an efficient filing system with respect to accounting data, records, contracts and invoices
- Ensure debtors are collected within in the required timeframes
- Receipts reconciled against debtor statement and matched to the invoice in the accounting system

**Creditors**
- Processing supplier invoices into the accounting system ensuring that supporting documentation are complete and accurate.
- Review supplier invoices received to ensure that they tax compliant.
- Ensure accurate and timely recording and allocation of entries to record liabilities and expenses in the period they occurred.
- Preparation of vendor reconciliations monthly.
- Following up and resolving of items on the vendor reconciliations in a timely manner.
- Checking invoices received to the statement, POs and BRs.
- Preparing payment batches on a weekly and monthly basis.
- Ensuring that all stock invoices for the month are processed on time for the stock count.
- Ensure that supplier invoices are processed and paid in a timely manner.
- Preparing Purchase orders for PHS on receipt of the signed off BR.
- Process PO on Pastel and send to supplier.

**Qualifications**

**Essential qualifications**
- 5 years of experience in a Debtors and Creditors Clerk role
- Accounting/finance qualification
- Must be Proficient in Pastel

**Desirable qualifications**
- Experience in a services environment

**Experience & Skills**
- Excellent numeracy skills
- The Debtors Clerk must have knowledge of the basic principles and practices of accounting and financial analysis
- Should be capable of preparing files and maintaining records and documentation
- Should have good written and oral communication skills
- Ability to communicate in a professional manner with staff and customers
- Self-motivated, good organizational skills, detail-oriented, ability to prioritize, multi-task and meet deadlines

**Personal Qualities**
- Committed to high standards and continuous improvement
- Good interpersonal skills with people at all levels
- Ability to operate in a high-pressure environment with conflicting priorities and tight timelines
- Collaborative nature of working across different teams
- Ability to effectively prioritize and plan work
- Be solutions focused
- Ability to build rapport and credibility with stakeholders

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