Debtors Clerk at 99C

Description

The Debtor’s Clerk updates and maintains the Company’s Debtor Accounts and is responsible for recovering debts. The Debtor’s Clerk ensures that clients receive their invoices and statements each month, ensures that policies are strictly adhered to and submits financial reports to the Financial Manager. 

Debtors (70% of the time)

Bill price quotes (PQ‘s) in Workbook 

• Receive billing instruction from Client Service to invoice PQ/signedPQ (dependant on client‘s billing process)
• Locate PQ number, if PQ is marked as approved; bill in accordance to billing instruction received; check VAT is charged or not charged(international clients)
• Ensure Date, Inv, PQ, Job, Description, PQ amounts are added and displayed correctly - or as per clients request
• Create Invoice and send to client as per clients billing process

Bill retainer invoices and agency fees 

• Receive retainer schedules and process retainers based on contractual agreements
• Check all amounts tie back to schedules / contractual agreements and finalise and bill to client
• Email invoices and statements to Clients

Chase for payments 

• Update age analysis (debt collecting; reasons for delays in payments and follow up on queries)
• Liaise with Client Service and Managers regarding any outstanding payment issues
• Reconcile Debtor accounts & resolve any queries on client accounts
• Follow up on o/s invoices from clients weekly/monthly
• Mark invoices paid in WB – keep remittances up to date

Exports 

• Check general ledger accounts
• Check Customer detail ledgers
• Do journal entries (when advised)
• Do Customer Recons
• Send Statements to Clients

Cost of Sales (5% of the time)

• Compile information using Tax files
• Ensure invoices are paid before we expense on COS

Cash Book (5% of the time)

• Print /export bank statements weekly
• Liaise with Financial Manager, Creditors Clerk(s) regarding payments that are unclear
• Upload exported excel file into WB
• Allocate payments and receipts in WB to Debtor, Creditor & GLAccounts
• Update Cashbooks weekly

Creditors (5% of the time)

• Process Supplier Invoices / debit notes in WB
• Ensure valid purchase orders are issued
• Balance detailed ledger accounts
• Make sure COS Supplier Invoices are submitted for payment runs
• Request Supplier Invoices / Statements
• Reconcile Supplier Accounts Monthly
• Follow up if Client paid for work done before paying some Supplier Invoices
• Issue remittances to Suppliers
• Follow up on queries (internally and externally)

Adhoc Tasks (15% of the time)

• Complete additional finance tasks at discretion of Line Manager
• Ongoing investment in own development as well as keeping up-to-date with relevant knowledge that will be of value to the team and clients
• Ensure emails are checked regularly and responded to timeously
• Filing / organizing own digital folder in a manner that makes sense on finance server
• Add new clients to WB as per client onboarding form

Requirements

Knowledge, skills and abilities 

• Knowledge of accounting principles (Debtors function)
• Knowledge of accounting principles (Creditors function)
• Knowledge of financial processes and procedures
• Knowledge of auditing requirements
• Ability to use financial systems (Workbook / NAV Advantageous)
• Microsoft Office (basic to intermediate Word skills; basic to intermediate Outlook; intermediate to advanced Excel skills)•Excellent numeracy skills
• Oral and written communication skills (English language)
• High attention to detail
• Checking skills (identifying discrepancies in data or information)
• Planning, organizing, prioritizing and time management skills
• Administrative skills

Personal attributes

• Conscientious and detail driven
• Methodical, organised, structured and systematic
• Ability to work in a pressured environment, proactive and efficient
• Integrity and maintain high levels of confidentiality
• Ability to work independently or in a team
• Excellent interpersonal skills, deadline driven

Years of experience 

• Minimum 3-5 years' Debtors Clerk experience

Minimum level of education

• Matric with Maths and Accounting required
• Other relevant finance qualification required