Debtors and Invoicing Clerk at Green Marble Recruitment

Role Summary:

• The Debtors & Creditors Clerk is responsible for managing customer accounts, invoicing, collections, reconciliations, payment allocations, and general finance administration. The role supports cash flow by ensuring accurate and timely processing of transactions, maintaining up-to-date customer accounts, resolving account queries, and assisting the Finance Team with daily administrative and reporting functions.

Key Responsibilities:
Debtors Management & Collections

• Manage and maintain customer debtor accounts.
• Identify overdue accounts and conduct regular follow-up calls and written communication.
• Monitor customer payment behaviour, credit terms and account limits.
• Prepare and review debtor age analysis reports.
• Escalate high-risk or overdue accounts to the Bookkeeper or management for action.
• Keep accurate records of payment commitments, follow-ups and customer communication.

Invoicing & Billing

• Generate and issue accurate customer invoices based on purchase orders, contracts, delivery documents or approved supporting documentation.
• Verify pricing, tax codes, discounts, payment terms and invoice details before processing.
• Process credit notes and corrections where required and approved.
• Ensure invoices and supporting documents are filed accurately and available for review.
• Support submission of customer accounts, including Woolworths account submissions, ensuring all supporting documentation is complete and accurate.

Reconciliations & Payment Allocations

• Allocate customer receipts accurately and timeously.
• Reconcile customer accounts and investigate differences or unallocated payments.
• Maintain complete accounts receivable records.
• Assist with cash receipt management, petty cash, cash payments, cash float records and related reconciliations where required.

Customer Queries & Service

• Respond to customer queries professionally and timeously.
• Resolve invoice discrepancies, billing queries, payment allocation issues and statement queries.
• Communicate clearly with customers and internal stakeholders to ensure accurate and efficient resolution.
• Maintain a customer-service approach while protecting the company's financial position.

Finance Administration & Record Keeping

• Capture financial information accurately into company systems.
• Maintain organised electronic and physical finance records.
• Assist the Bookkeeper with debtor, creditor and general finance administration duties.
• Prepare spreadsheets, schedules and supporting documents as required.
• Assist with month-end processing, audit preparation and document retrieval.
• Maintain confidentiality and exercise discretion when handling company and customer financial information.

Reporting & Compliance

• Prepare regular reports on invoicing, outstanding debtors, collections and account status.
• Ensure all transactions are properly recorded and entered into the applicable accounting system.
• Adhere to company policies, accounting controls, audit requirements, tax requirements and financial legislation.
• Identify patterns, trends, risks and customer account concerns and report these to management.

General Administration & Team Support

• Assist with general administrative duties within the Finance Department.
• Support filing, data capturing, document management, record keeping and departmental coordination.
• Work in cohesion with the Finance, Creditors, Office and Operations teams.
• Assist with any reasonable tasks assigned by the Bookkeeper, Finance Manager or senior management.

NB:

• Office-based role requiring extended periods at a workstation.
• Ability to operate computer systems, printers, scanners, telephones and standard office equipment.
• High-volume financial and administrative processing
• Regular interaction with customers, colleagues and management.
• Occasional overtime during peak business periods, month-end, audits or urgent deadlines.