Debtors Clerk

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate
• Tertiary qualification or certificate in Finance / Accounting (advantageous)

Minimum applicable experience (years):

• 3 - 5 years experience in a Debtors Clerk or similar financial administrative role.
• Experience managing large debtor books or high-volume accounts (advantageous)

Required nature of experience:

• Debtors account management and reconciliation
• Credit note processing and resolution of account discrepancies
• Customer query handling and communication with internal departments
• Experience working on Sage Evolution or similar ERP/accounting systems
• Exposure to credit control and debt collection processes
• Basic accounting knowledge and understanding of financial transactions
• Basic VAT knowledge and application in credit notes and invoicing.

Skills and Knowledge (essential):

• Strong numerical and analytical ability
• Excellent written and verbal communication skills
• High attention to detail and accuracy in processing financial data
• Proficiency in Microsoft Office (Excel and Word essential)
• Knowledge of Sage Evolution and SearchWorks (advantageous)
• Sound understanding of credit control principles and financial procedures
• Strong organizational and time management skills

Other:

• Proficient in Afrikaans and English
• Own transport and valid drivers license
• Willingness to work overtime or extended hours during month-end

• Process all credit notes accurately according to return notes, short deliveries, and claims.
• Verify the validity of each credit request to ensure compliance with company policies.
• Maintain accurate records of all processed credit notes (electronic and manual).
• Identify and report irregularities or duplicate credit requests promptly.

• Maintain and update debtor accounts to ensure all transactions are recorded correctly.
• Reconcile customer accounts and investigate discrepancies or unmatched payments.
• Prepare and distribute monthly customer statements.
• Monitor accounts to ensure timely payments and escalate overdue accounts when required.

• Investigate and resolve customer credit and payment disputes efficiently.
• Liaise with sales, logistics, and branch admin teams to resolve account-related issues.
• Maintain professional communication and follow up on all outstanding queries.
• Ensure all resolutions are documented and processed within set deadlines.

• Provide fortnightly updates to departmental heads regarding credit note status and outstanding accounts.
• Ensure compliance with financial policies, internal controls, and company procedures.
• Assist during audits by supplying necessary debtor-related documentation.
• Assist department heads with credit reviews and evaluations of new and existing customers to determine appropriate credit limits and payment terms.
• Safeguard confidentiality of all financial information.

• Collaborate with sales and admin teams to streamline credit note and debtor processes.
• Provide support during colleagues absence and contribute to team targets.
• Generate and analyse collection reports, identifying trends and patterns to propose process improvements to enhance debtor management.
• Maintain professionalism and a positive attitude aligned with company values.