Debtors Clerk at Unique Personnel

Job Description    

• Responsible for managing the accounts receivable function, ensuring accurate invoicing, timely collection of outstanding debts, allocation of customer payments, and maintaining positive customer relationships. The role contributes to healthy cash flow and effective credit control within the business.

Key Responsibilities:

Accounts Receivable & Debtor Administration

• Daily management of client/customer accounts in a prompt and efficient manner.
• Capture and maintain Debtors Master Data, ensuring prompt and accurate capturing and verification of customer information.
• Maintenance of debtor accounts and customer records.
• Prepare and process invoices, pro forma invoices, credit notes, and related documentation.
• Ensure clients receive invoices and all supporting documentation timeously to facilitate prompt payment.
• Ensure invoices are correctly processed and approved for payment where required.
• Prepare and reconcile documentation for processing as required by management.

Credit Control & Debt Collection

• Administer debtors and perform debt collection activities.
• Follow up on overdue accounts through telephone calls, emails, and written correspondence.
• Contact debtors to request payment and resolve outstanding account issues.
• Investigate reasons for non-payment and provide recommendations for resolution.
• Manage and monitor provisions for bad debts.
• Escalate delinquent accounts to management when required.
• Assist with legal collections and recovery processes where necessary.

Receipting & Allocations

• Accurately receipt payments received from customers.
• Allocate receipts and payments against the correct customer accounts.
• Reconcile customer remittances and account balances.
• Investigate and resolve allocation discrepancies.

Reconciliations 

• Perform monthly debtor reconciliations. 
• Maintain accurate debtor records and account balances. 
• Reconcile statements, customer accounts, and supporting documentation. 
• Investigate and resolve account discrepancies promptly.

Reporting 

• Prepare weekly and monthly debtor reports. 
• Submit monthly debtors reports to the direct manager. 
• Monitor aged debtors and report on collection activities. 
• Inform project managers, sales teams, or other relevant departments of potential bad debts where necessary. 
• Prepare timeline reports of events and collection activities to support recovery efforts and debt collection processes.

Customer Service 

• Respond to customer account queries professionally and efficiently.  Build and maintain positive relationships with customers. 
• Liaise with internal departments to resolve billing, invoicing, and account-related issues.

General Administration 

• Maintain accurate filing and record-keeping systems. 
• Ensure compliance with company procedures and credit policies. 
• Assist with month-end and audit requirements. 
• Perform ad hoc duties and tasks as required by management.

Inherent Requirements    
Qualifications and Experience

• Grade 12 (Matric) essential.
• Certificate or Diploma in Accounting, Finance, Bookkeeping, or a related field advantageous.
• Minimum 3 years' experience in a Debtors Clerk, Credit Controller, or Accounts Receivable role.
• Proven experience in debt collection and debtor account administration.
• Experience working with high-volume customer accounts.
• Strong reconciliation and reporting experience.
• Strong numerical and analytical skills.
• Ability to prepare reports and investigate account discrepancies.

Non-negotiables

• MUST have SAP and Ariba experience.
• MUST have experience working on portals (must be able to login and get straight to it).

Key Competencies:

• Basic computer literacy, including proficiency in Microsoft Word and Excel.
• Excellent attention to detail and accuracy.
• Strong communication, negotiation, and interpersonal skills.
• Problem-solving and investigative abilities.
• Ability to work under pressure and meet deadlines.
• Strong organisational and time-management skills.
• Professional telephone and email etiquette.
• High level of integrity and confidentiality.
• Ability to work independently and as part of a team.
• Strong customer-service orientation.

Key Performance Indicators (KPI’s):

• Debtor days maintained within company targets.
• Monthly collection targets achieved.
• Accurate maintenance of debtor accounts.
• Timely issuing of invoices and credit notes.
• Reduction in overdue debt and bad debt exposure.
• Accuracy of debtor reconciliations and payment allocations.
• Timely resolution of customer queries and account disputes.
• Accuracy and timeliness of debtor reporting.