Administrative Debtors Clerk (3 Month Contract) at Pump & Abrasion Technologies

Role Purpose

• The Orders, Credit & Vendor Applications Administrator is responsible for managing the full process of order approvals, credit applications, and vendor onboarding. The role ensures accurate document collection, compliance, workflow coordination, and timely communication with internal stakeholders, management, sales, and external clients.

Key Responsibilities

Orders Approval (Daily Volume: 20–40 Emails)

• Monitor and track all incoming orders received via the orders mailbox.
• Submit orders requiring approval to the relevant management personnel.
• Release and process approved orders on Syspro.
• Compile and distribute a detailed daily report reflecting the status of all orders.

Credit Application Management

• Complete all credit application forms accurately according to company requirements.
• Compile necessary compliance documentation for each application.
• Engage with sales representatives to obtain missing or additional information required for processing.
• Coordinate and obtain required management approvals and signatures.
• Communicate approved credit applications to all relevant internal departments.
• Issue official credit approval letters to clients.
• Send credit limit increase letters to clients as applicable.

Vendor Application Processing

• Complete vendor application forms as required by client onboarding procedures.
• Compile compliance documents and company information needed for vendor registration.
• Coordinate with sales teams to obtain any additional documentation or information.
• Notify all relevant departments upon successful vendor approval and registration.

Required Skills & Competencies

• Strong organisational and administrative skills
• Excellent communication skills (written and verbal)
• High attention to detail and accuracy
• Ability to work under pressure and manage high volumes
• Strong follow-up and coordination abilities
• Proficiency in Syspro (advantageous)
• Proficient in Microsoft Office (Outlook, Excel, Word)

Behavioural Attributes

• Professional and customer-focused
• Reliable and deadline-driven
• Able to work independently and collaboratively
• Strong sense of accountability and ownership of processes

Performance Indicators (KPIs)

• Turnaround time for order approvals
• Accuracy and completeness of credit application packs
• SLA compliance for issuing approval letters
• Timeliness of daily reports
• Error rate on Syspro order releases
• Communication effectiveness with sales and management

Requirements

Educational Qualifications

• Matric / Grade 12 (required)
• Finance‑related certificate or diploma (advantageous)

Experience

• 2–3 years’ experience in credit, admin, finance, or order‑processing roles
• Experience in credit applications, vendor onboarding, or order approvals
• Syspro experience (advantageous)
• Comfortable managing high email volume (20–40+ emails per day)

Technical Skills

• Proficient in Microsoft Office (Outlook, Excel, Word)
• Strong administrative and document‑handling skills
• Ability to work on Syspro (advantageous)
• Excellent written and verbal communication skills
• Strong follow‑up and coordination ability