Senior Debtors Clerk

The Debtors Clerk plays a critical role in managing the financial health of the organization by overseeing and administering the accounts receivable process. The main objective of this role is to ensure that outstanding debts are collected in a timely manner, while maintaining strong relationships with customers. The Debtors Clerk is responsible for invoicing, debt collection, maintaining accurate financial records, and ensuring that customers adhere to their credit terms. The role will work closely with the finance team to support cash flow management and provide regular updates on the status of outstanding accounts. This role requires strong attention to detail, excellent communication skills, and the ability to negotiate effectively with customers.

**Key Responsibilities**:

- **Invoicing & Billing**:

- Prepare and issue invoices to customers.
- Ensure invoices are accurate and include all relevant details.
- Maintain records of all invoices and transactions.
- **Accounts Receivable Management**:

- Record payments from customers and allocate them to the appropriate accounts.
- Reconcile accounts to ensure accurate financial records.
- Maintain an updated record of outstanding debts and customer balances.
- **Debt Collection**:

- Negotiate payment terms with customers when necessary.
- Prepare and send reminders or statements to customers.
- Escalate non-payment issues to senior management or legal department if required.
- **Reporting**:

- Prepare regular reports on outstanding debts, collections, and payment statuses in line with management requirements.
- Provide management with insights into problematic accounts and suggest solutions.
- **Customer Relationship Management**:

- Handle customer queries regarding invoices, credit notes and payments.
- Ensure a good working relationship with customers while enforcing payment terms.
- **Record Keeping & Data Entry**:

- Maintain accurate and up-to-date records of customer accounts.
- Ensure data entry is done properly in accounting software.
- **Credit Control**:

- Monitor credit limits and terms for each customer to ensure compliance.
- Conduct credit checks on new and existing customers when necessary.
- Assist in setting and reviewing credit limits.
- **Account Reconciliation**:

- Ensure all incoming payments are correctly processed against the correct invoice and matched with bank deposits.
- Reconcile accounts to balance cash flow.
- **Compliance**:

- Ensure compliance with financial regulations and company policies.
- Maintain confidentiality of financial information.
- **General Administrative Duties**:

- Maintain customer Masterfile.
- Filing and maintaining financial documentation.
- Assisting the finance department with additional tasks when needed.

**Skills & Qualifications**:

- Education: Matric with a certificate or diploma in accounting / finance related studies.
- Experience: Prior experience in a similar role within a fast-paced manufacturing environment.
- Technical Skills: Proficiency in Microsoft Office, detailed experience in Excel. Experience on Syspro is advantageous. Experience in Experian online portal and Customers Accounts online portals.
- Attention to Detail: This is required in all aspects of the role.
- Communication Skills: Excellent written and verbal communication for dealing with customers and internal departments.
- Problem-Solving: Ability to resolve discrepancies and handle payment negotiations with customers.
- Time Management: Capable of handling multiple accounts and priorities in a fast-paced environment.

**Personal Attributes**:

- Strong organizational skills.
- A proactive approach to managing debt and ensuring timely collections.
- High level of integrity and trustworthiness, especially when dealing with sensitive financial information.
- A friendly and approachable personality with an appetite to learn.

Application Deadline: 2024/11/08