Debtors Clerk

The Debtors Clerk will be an integral part of our finance team.

The primary responsibility of this role is to manage the Accounts Receivable function efficiently, ensuring accurate processing of customer invoices, timely collection of outstanding payments, and resolution of customer queries. The Debtors Clerk will play a crucial role in maintaining positive relationships with customers while upholding financial integrity within the organisation.

Position of the job in the organisation:
This person will report to the Head of Funds.

Principal responsibilities:

Accounts Receivable Management:

Process customer invoices accurately and in a timely manner.
Monitor and follow up on outstanding payments to ensure timely collection.
Handle customer queries and discrepancies promptly and professionally.
Maintain accurate records of customer transactions and communications.

Debt Collection:

Implement effective debt collection strategies to minimize overdue accounts.
Communicate with customers via phone, email, and mail to facilitate payment arrangements.
Negotiate payment plans and settlements with delinquent customers when necessary.
Prepare and send out reminder letters and statements to overdue accounts.

Reconciliation and Reporting:

Reconcile customer accounts and resolve any discrepancies.
Generate and analyse Accounts Receivable aging reports to track overdue
Provide regular updates on accounts receivable status to management.
Assist in the preparation of financial reports related to accounts receivable.

Customer Relations:

Build and maintain positive relationships with customers to ensure prompt payment.
Address customer inquiries and concerns regarding invoices and account balances.
Work closely with sales and customer service teams to resolve customer issues efficiently.

Administrative Support:

Assist in the onboarding of new customers, including credit checks and credit limit setup.
Maintain accurate records of customer information, payment terms, and credit limits.
Collaborate with internal teams to streamline billing and collection processes.
Perform ad-hoc administrative tasks as assigned by the Finance Manager.

PERSON DESCRIPTION

Experience:

Diploma or certificate in Accounting, Finance, or related field preferred.
Previous experience in a debtors clerk or similar role essential.
Familiarity with accounting principles and accounts receivable procedures.
Proficiency in Microsoft Excel and other accounting software.
Excellent communication and interpersonal skills.
Strong attention to detail and accuracy in data entry.
Ability to work independently and prioritise tasks effectively.
Valid driver's license and willing to travel.

What Does Success Look Like?
By month 3:
I will have efficiently managed accounts receivable processes, including processing invoices, following up on payments, and promptly resolving customer queries. Additionally, I will have maintained accurate records and provided regular reports on accounts receivable metrics to management.

By month 6:
I will be independently handling a wider range of tasks, including implementing debt collection strategies, reconciling customer accounts, and analysing Accounts Receivable aging reports. I will actively collaborate with internal teams to streamline processes and maintain positive customer relationships. Compliance with regulations and accuracy in financial transactions will remain paramount as I continue to grow in autonomy and proficiency.

By month 12:
I can confidently drive process improvements to enhance efficiency and effectiveness in debt collection and reconciliation processes. I will actively contribute to financial reporting and assist in audits, ensuring compliance and accuracy. Additionally, I will be capable of providing support to the Finance Manager in their absence, demonstrating readiness for increased responsibilities within the finance team.

Core Values:
We hire, reward, and recognise our team against these values. It is imperative that you believe in these values and demonstrate them consistently.