Creditors/Debtors Clerk - KIA Hillcrest at Motus Holdings Limited

Job Description

The successful incumbent will be responsible to deliver a clerical service in order to process creditors transactions accurately and timeously through the execution of predefined work objectives as per agreed standard operating procedures. 

Position Overview

The successful incumbent will be responsible to deliver a clerical service in order to process creditors transactions accurately and timeously through the execution of predefined work objectives as per agreed standard operating procedures. 

Specific Role Responsibilities

Key Responsibilities:

• Deliver on agreed performance targets according to set procedures and service level agreement.
• Report on transactional activities to provide timely information for decision making in area of accountability.
• Execute work in line with governance and compliance processes.
• Identify and apply known solutions to operational problems and escalate unresolved issues.
• Ensure that all documentation is processed accurately and correctly.
• Prepare remittance advise that reconcile creditors statements.
• Reconcile all accounts in creditors' ledger and resolve outstanding and dispute items.
• Prepare all reports and submit on time as prescribed by relevant policies and procedures.
• Follow-up with creditors to expedite payment of invoices to ensure all monies are received according to credit terms and conditions.
• Execute work activities effectively and efficiently in order to maximise financial performance.
• Deliver work activities effectively to satisfy internal ad external customers. 

Debtors Responsibilities:

• Getting all outstanding monies in as per debtor’s age analysis.
• Reporting of debtors per branches on a weekly/daily basis per above.
• Sending out monthly statements.
• Credit checks of all new application.
• Notification of all parties concern of any fraudulent transactions.
• Invoicing of DIC on relevant vehicles.

Managing Credit Limits:

• After the last working day of the month, the debtors’ clerk must put all outstanding accounts on hold as soon as the account reaches 60 days, unless special terms have been negotiated.
• Notification must be sent to all Department Managers and Dealer Principal as soon as an account is put on hold.
• The customer should be contacted before the account is placed on hold.
• Customers who exceeds their credit limit should be contacted to complete an updated credit application, before the account is placed on hold. If credit notes are done to re-allocate invoices to another debtors account, proper authorisation should be attached. Debtor application forms to be kept updated and in file for each branch. Replacing of all debtors bank statement and/or holding deposit account.

Perform the following:

• Vehicle deposits Weekly on Fridays.
• Debtors Clearing Weekly on Fridays.
• Finance Settlements Every day.
• Debtors Daily: do receipting from bank statement.

The following reports are to be done:

• New Vehicle Debtors Everyday.
• Used Vehicle Debtors Everyday.
• After Sale Debtors Weekly on Fridays.
• Legal Debtors Weekly on Fridays.
• Interco Debtors Weekly on Fridays General admin duties required by senior manager.

Qualifications and Experience

• Matric
• Bookkeeping and/or accounting qualification would be an advantage
• Min 3 years’ experience in the creditors environment
• Min 2 years' experience in the motor industry would be an advantage.

Skills and Personal Attributes

• Clerical skills (Fundamental)
• Financial Administration
• Trust and Integrity