Debtors Administrator (Bloemfontein) at Econo Foods

PURPOSE OF THE ROLE

• The Debtors Administrator plays a vital role in maintaining the financial health of the business by managing the accounts receivable function. This role is responsible for ensuring accurate account reconciliations, efficient processing of remittances, and the timely management of credit holds to support both sales operations and healthy cash flow.

KEY RESPONSIBILITIES

• To facilitate the timely collection of payments as follows:

Accounts Administration

• Maintain and update the debtors ledger to ensure all financial data is current and accurate.
• Capture and process journals in the accounting system with high precision.
• Support the broader finance team with general administrative tasks related to the accounts receivable function.

Debtors Control :

• Review and manage the status of customer accounts, moving them on or off-hold in accordance with established company policies.
• Monitor credit limits and ensure the timely release of accounts to facilitate uninterrupted sales operations.
• Identify and escalate high-risk accounts or payment discrepancies to management timeously.

Remittance and reconciliation:

• Process and allocate customer remittances efficiently to ensure payments are applied to the correct invoices.
• Perform regular reconciliations of debtor accounts to maintain a clean and balanced ledger.
• Communicate with customers to resolve any discrepancies in invoices, address payment-related inquiries, and establish positive relationships.

Internal liaising

• Collaborate closely with the sales and production teams to resolve account-related barriers to order fulfilment.
• Provide clear updates to internal stakeholders regarding account statuses and credit risks.

Compliance:

• Adhere strictly to company credit policies and standard operating procedures (SOPs).
• Ensure all financial processing meets internal control standards and regulatory requirements.

Documentation:

• Maintain organized and complete supporting documentation of accounts receivable transactions. This documentation is essential for audits and financial reviews.

Problem Resolution:

• Investigate and resolve any issues related to accounts receivable, such as discrepancies, pricing errors, or missing documentation.
• Work with relevant departments to address and rectify problems.

Audit Support:

• Provide support during external audits related to accounts receivable.
• Ensure compliance with audit requirements and provide necessary documentation.

Confidentiality:

• Maintain the confidentiality of financial information.

Requirements

QUALIFICATIONS & EXPERIENCE

• Matric certificate (Grade 12) and/or equivalent higher qualification.
• 3-5 Years proven experience in accounts receivable department.
• Thorough understanding of procure to pay department within the business of retail and wholesale,
• Previous experience working with accounting software packages.
• Proficient in Microsoft Excel and the broader Microsoft Office Suite.

COMPETENCIES REQUIRED

• Exceptional relationship-building and interpersonal skills, aligned to the HO HOLA values.
• Friendly, helpful, confident, humble, and team-oriented with strong emotional intelligence.
• Ability to operate in a competitive, high-pressure, dynamic retail environment.
• Strong communication skills (written and verbal) with the ability to influence and build trust with all stakeholders.
• High accuracy, attention to detail, and strong administrative capability.
• Demonstrates integrity, ownership, resilience, and a willingness to go the extra mile.
• Comprehensive knowledge of Microsoft office Suite such as Excel, Word and Outlook.
• Adobe knowledge is essential.
• Effective time management is important for meeting deadlines, managing multiple tasks, and ensuring timely processing of payments.
• A solid understanding of debtors’ lifecycles and financial accounting processes.
• Proficiency in using IQ accounting software is beneficial