Accounts Receivable Supervisor - Midrand at Dis-Chem Pharmacies

Job Description

• Dis-Chem Pharmacies has a position available for an Accounts Receivable Supervisor our Head Office Midrand. To oversee and manage the Accounts Receivable (Trade Debtors) function, ensuring accurate, timely, and compliant debtor processes.
• This includes supervising and mentoring a team, maintaining strong customer and vendor relationships, driving efficient collections, supporting audit and compliance activities, and contributing to process improvements that enhance accuracy, efficiency, and service delivery.

Minimum Requirements…

Essential:

• Matric or equivalent Senior Certificate.
• Minimum of 3 years within the Debtors department.

Advantageous: 

• Relevant Finance Qualification or studying towards a Post Graduate Qualification.

Job Specification…

Customer Service & Relationship Management:

• Build and maintain strong relationships with stores, vendors, and customers to ensure effective account management.
• Act as primary liaison between debtors and vendors, ensuring clear and timely communication on accounts-related matters.
• Provide professional, efficient, and customer-focused service to all stakeholders, resolving queries directly or escalating appropriately.

Credit and Collections Management:

• Review and monitor outstanding accounts, ensuring timely follow-up in line with company collection policies.
• Investigate credits, payment discrepancies, and unusual trends, resolving issues in compliance with standard operating procedures.
• Utilize Trade Debtors Age Analysis to develop and maintain a proactive collections strategy.
• Negotiate and monitor payment arrangements with defaulting clients.
• Participate in system and process improvement initiatives to optimize billing and collection accuracy.

Record Keeping and Compliance:

• Ensure all incoming emails and phone calls are managed promptly and professionally on a daily basis, addressing issues directly or escalating to the Trade Debtors Manager where discrepancies arise.
• Coordinate updates across shared folders, trackers, and team groups to ensure all debtor-related information is current and accessible.
• Maintain accurate records of deduction lists (e.g., 160414) submitted to Creditors, tracking progress and ensuring 100% resolution through frequent follow-ups in line with service levels and prescribed deduction processes.
• Maintain databases of reconciliations, advertising allowances, rebates, and income line monitoring, ensuring completeness, accuracy, and timely reporting.
• Provide proactive support for both internal and external audit requests to ensure swift and accurate responses.
• Ensure checklists are kept up to date, signed off, and aligned with standard operating procedures.

Accounts Administration and Reporting:

• Manage month-end closing tasks including reconciliations, accruals, and preparation of debtor reports.
• Oversee advertising-related processes including monthly promotional data, vendor confirmations, queries, and billings.
• Support the billing administrator and category teams with consolidated billing listings (Sallies), ensuring accurate and timely promotional billings.
• Monitor the accurate accruals of monthly promotional income, including reversals processed on the first day of each month.
• Monitor sales and billing data accuracy through BI and Qlikview, ensuring consistency with promotions and agreements.
• Validate promotion loading and POS sales data via Qlikview and BI, ensuring consistency with booking forms and pricing loaded by promotion teams. Provide variance reports to the Trade Debtors Manager.
• Provide variance and movement analysis on income lines to management.
• Support the accurate and timely billing of growth rebates applicable to categories.
• Administer incentive programs (e.g., SH15 – Health), including rebating back to stores.
• Ensure rebates requiring store-level splits are allocated with accuracy and timeliness.
• Manage KDB2 (SH17) FMCG billings, including P&G (bi-annual), Duracell (monthly), and Unilever ITR billings.
• Administer and reconcile ad hoc monthly income billings such as loyalty programs, reward schemes, royalty fees, and other extra billings.
• Process intercompany billings for Oncology and CJ Distribution divisions.
• Raise accruals in line with income streams and approved checklists, ensuring all submissions are signed off.
• Monitor and maintain debtor shared drives and departmental email inboxes to ensure accuracy, completeness, and accessibility of information.
• Provide feedback and recommendations to the Trade Debtors Manager on provisions and bad debt write-offs.
• Oversee promotional, rebate, incentive, and intercompany billings in line with contracts and instructions.
• Provide proactive support for both internal and external audit requests to ensure swift and accurate responses.
• Support onboarding of new vendors and administration of contracts.
• Log and manage HEAT calls when required, ensuring resolution and compliance with internal processes.
• Stand in for staff members during leave periods, assisting with accounts opening, receipts, invoicing, credit notes, and queries as needed.
• Provide continuity and knowledge transfer through backup system implementation, training, and team support.
• Act as the Trade Debtors Manager’s delegate when required, ensuring leadership and operational continuity.

Team Leadership Support:

• Supervise and mentor the Trade Debtors team (analyst, billing, and collection administrators), ensuring workload is balanced and productivity targets are achieved.
• Provide coaching, feedback, and development opportunities to foster a high-performance, accountable, and collaborative culture.
• Support the Trade Debtors Manager in fostering a culture of accountability, teamwork, ownership, and integrity.
• Ensure the team understands daily, weekly, and monthly objectives, KPIs, and role expectations.
• Conduct regular one-on-one meetings, performance reviews, and progress reporting to the Trade Debtors Manager.
• Promote a learning environment through continuous improvement initiatives, encouraging proactive problem-solving and professional growth within the team.
• Provide direct line management of the Business Analyst, Accounts Receivable Billing Administrators, and Collection Administrators.
• Track and monitor team productivity and performance against defined KPIs, implementing corrective actions where necessary.
• Promote continuous improvement, professional growth, and alignment of personal and professional goals.
• Ensure compliance with company policies, People and Culture procedures, and performance management protocols.
• Assist team members with general queries, following established escalation protocols, and resolve concerns in a professional and constructive manner.
• Support cross-functional collaboration with Creditors, Marketing, and Category teams.
• Conduct daily monitoring of activity reports (e.g., Activ-trak) and provide feedback to the Trade Debtors Manager.
• Uphold strict confidentiality when handling sensitive company and financial information.
• Support both internal and external audit processes by providing timely, accurate, and comprehensive documentation.

Competencies

Essential:

• Apply in-depth understanding of accounts receivable processes, compliance requirements, and financial systems while remaining proactive in staying updated with best practices.
• Demonstrate analytical thinking and sound judgment when interpreting financial data, solving problems, and making decisions under pressure.
• Act with a strong commercial mindset, recognising the financial impact of debtor management on overall business performance and long-term growth.
• Communicate clearly and confidently in both written and verbal form, tailoring messages to diverse audiences while ensuring accuracy and professionalism.
• Build a positive, respectful relationship with team members, colleagues, vendors, and customers, fostering trust and collaboration.
• Approach all tasks with attention to detail, accuracy, and consistency, while encouraging a culture of excellence and accountability within the team.
• Manages time effectively, adapt to changing priorities, and demonstrates resilience and composure in demanding situations.
• Inspire, mentor, and motivate team members by modelling integrity, accountability, and a proactive approach to continuous improvement.
• Effectively oversee workload distribution, monitors performance against KPIs, and ensures team alignment with organisational goals and policies.
• Leverages financial systems (e.g., SAP, Qlikview, BI tools) and reporting mechanisms efficiently to drive accurate billing, reconciliation, and reporting processes.

Special conditions of employment:

• South African citizen.
• MIE, clear criminal and credit.
• Driver’s license and own reliable transport.
• Occasional traveling.

Remuneration and benefits:

• Market related salary
• Medical aid
• Provident fund
• Staff account

Closing Date 17 October 2025