Debtors Administrator

Minimum Requirements:

• Experience and Qualifications: Matric-with Maths essential; Accounting - advantageous
• Relevant finance-related degree / Diploma beneficial.
• Minimum 3 years relevant experience in a similar position essential.
• Experience in the management of a large debtors book.
• Experience in dealing with group company debtors operating in different regions.
• Solid understanding of financial processes and practices, accounting principles, fair credit practices and collection regulations.
• Valid drivers license (Code B) and reliable transport.
• Computer Literacy: SysPro knowledge essential.
• Intermediate knowledge of MS Office packages (e.g. Excel, Word, Outlook, etc.).
• Intermediate knowledge of virtual programmes (e.g. MS Teams, Zoom etc.)
• Debt Collection:
• facilitate payment of invoices due by sending reminders and contacting customers to follow up on outstanding accounts.
• Processing Receipts:
• Accurately process accounts and receipts on SysPro and ensure correct customer allocations.
• Maintain Customer Accounts: Open new accounts after all the necessary validations have been done.
• Administer and maintain account details, specifically customer details, discounts, settlement discounts, terms, rebates, etc.
• Account Reconciliation:
• Perform regular reconciliations of debtor accounts and the accounts receivable ledger, resolving discrepancies and ensuring the accuracy of the financial records.
• Discrepancy Resolution:
• Communicate with customers and internal departments to address receipt/ invoice enquiries and resolve issues.
• Record Maintenance: Maintain accurate and up-to-date records of all debtor transactions, including invoices, receipts, and P.O.Ds, ensuring compliance with internal controls and company policies.
• Email statements to customers at the end of every month.
• Copy and email invoices, P.O.D.s and statements to customers, when requested.
• Reporting: Generate accurate reports detailing aging of outstanding accounts and explanation of overdue accounts.
• Share debtors balance status information with relevant reps.
• Escalation of defaulting debtors to legal department for handover where necessary.
• Provide analysis and reports to management as requested.
• Compliance: Ensure compliance with all internal controls across business operations.
• Ensure that all policies and processes are adhered to.
• Manage debtor account credit limits within company policy guidelines.
• Facilitate and assess new account applications in line with company policy guidelines.
• Support Audits:
• Assist with internal and external audits by providing necessary documentation and information related to debtors and accounts receivable.
• Document Filing: Maintain proper filing systems for all financial documentation related to debtors for easy access and retrieval.
• General follow-ups:
• Timeously flag overdue accounts to relevant staff and management and put these accounts on hold.
• Reception:
• Assist with relief of reception and general matters.