Debtors Clerk

Job Title:

Credit Controller / Debtors Clerk

Purpose of the Role:

To manage and maintain the companys debtor accounts by ensuring timely collections, resolving account queries, reconciling accounts, and supporting the overall financial health of the business.

Key Responsibilities:

Accounts Receivable Management:

• Ensure the prompt collection of outstanding debt in line with company credit terms.
• Monitor and manage customer accounts to ensure compliance with agreed payment terms.
• Issue invoices, credit notes, and statements accurately and on time.
• Follow up on overdue accounts through phone calls, emails, or letters.

Reconciliation and Reporting:

• Reconcile debtor accounts to ensure all payments are correctly allocated.
• Investigate and resolve any discrepancies or queries on accounts.
• Prepare monthly debtor reports for management, including age analysis.
• Assist with month-end processes, including account reconciliations and adjustments.

Credit Management:

• Assess and review customer credit limits periodically.
• Conduct credit checks for new customers and recommend credit limits.
• Ensure proper documentation for customer accounts, including signed credit applications and agreements.

Query Resolution:

• Liaise with customers to resolve billing issues or payment queries promptly.
• Collaborate with internal departments (e.g., Sales, Customer Service) to resolve disputes and ensure smooth customer service.

General Administration:

• Maintain accurate and up-to-date debtor records in the financial system.
• Ensure compliance with company credit policies and procedures.
• Support the Finance Manager with ad hoc duties as required.

Key Requirements:

Qualifications:

• Matric (Grade 12) Essential.
• Diploma or Certificate in Credit Management, Finance, or Accounting (advantageous).

Experience:

• 2-3 years of experience in a Credit Controller or Debtors Clerk role.
• Experience with collections and account reconciliation.

Skills:

• Strong numeracy and analytical skills.
• Excellent communication and negotiation abilities.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Excel and other Office applications.
• Familiarity with accounting systems (e.g., SAP, Pastel, or Syspro) is an advantage.

Attributes:

• Ability to work independently and manage multiple tasks.
• Problem-solving mindset and a proactive approach to work.
• Professional and customer-focused demeanor.
• Strong organizational and time-management skills.

Key Performance Indicators (KPIs):

• Reduction of overdue accounts and bad debts.
• Timeliness and accuracy of reconciliations.
• Customer satisfaction and resolution of account queries.
• Adherence to credit and collection policies.