Debtors Clerk

Hospitality Hire; Cape Town; On-site; ZAR 240,000 - 320,000; Full time

Job summary

Hospitality Hire is seeking a Debtors Clerk to join a busy hotel finance team in Cape Town. The role focuses on accounts receivable, cash collection, and maintaining accurate debtor records in a fast-paced hospitality environment.

You will manage invoicing, reconciliations, and client communications while upholding high standards of accuracy and confidentiality. The position suits detail-oriented finance professionals with hotel experience.

Qualifications

• Minimum 3 to 5 years' experience as a Debtors Clerk or Accounts Receivable Clerk within a hotel environment.
• Experience managing a high-volume debtor's ledger with multiple customer accounts.
• Proficiency in Opera PMS.
• Advanced Microsoft Excel skills including VLOOKUP, Pivot Tables and formulas.
• Solid understanding of credit control procedures and debt collection processes.

Responsibilities

• Verify invoices and attachments, capture onto the accounting system and allocate to debtor accounts.
• Maintain debtor records, monitor credit limits and payment terms.
• Generate monthly customer statements and perform reconciliations.
• Follow up on overdue accounts via phone and email and negotiate payment arrangements.
• Assist with month-end close procedures and audit support.

Skills

Attention to detail

Analytical skills

Communication skills

Organisational skills

Education

Financial qualification

Tools

Opera PMS

Excel

Job description

Debtors Clerk Hospitality Hire CPT - Cape Town, Western Cape, ZA

Position: Debtors Clerk
Location: Cape Town

Hospitality Hire is recruiting for an experienced Debtors Clerk to join the Finance team of a well-established hotel in Cape Town. This is an excellent opportunity for a detail-oriented finance professional with strong accounts receivable and credit control experience within the hospitality industry. The successful candidate will be responsible for managing the debtor's ledger, maintaining accurate financial records, processing invoices and payments, and ensuring outstanding accounts are collected efficiently while maintaining excellent client relationships. If you have a passion for accuracy, enjoy working with numbers, and thrive in a fast-paced hotel environment, we would love to hear from you.

• Relevant Financial qualification essential
  - Minimum 3 to 5 years' experience as a Debtors Clerk or Accounts Receivable Clerk within a hotel environment
  - Experience managing a high-volume debtor's ledger with multiple customer accounts
  - Strong experience with debtor reconciliations and age analysis reporting
  - Proficiency in Opera PMS
  - Advanced Microsoft Excel skills including VLOOKUP, Pivot Tables and formulas
  - Solid understanding of credit control procedures and debt collection processes
  - Experience managing 30, 60 and 90-day ageing reports
  - Ability to investigate and resolve complex account discrepancies independently
  - Strong numerical ability with exceptional attention to detail
  - Excellent verbal and written communication skills
  - Professional telephone and email etiquette
  - Strong organisational, planning and time management skills
  - Ability to work under pressure and meet month-end deadlines
  - Excellent conflict resolution and problem-solving skills
  - Ability to work independently as well as within a team
  - Professional and discreet when handling confidential financial information
  - Fluent in English
  - Flexible to work as operationally required

What you'll be doing

Invoice Processing and Capture

• Verify invoices received from hotel departments for completeness and accuracy
  - Ensure all supporting documentation is attached, including signed delivery notes and relevant approvals
  - Capture invoices and credit notes accurately onto the accounting system
  - Allocate invoices to the correct debtor accounts and cost centres where applicable
  - Scan and electronically file all financial documentation

Debtors Administration

• Maintain accurate and up-to-date debtor account records
  - Monitor customer credit limits and payment terms in accordance with company policy
  - Process authorised journals, adjustments and account corrections
  - Maintain customer master data, including billing information and contact details

Reconciliations and Reporting

• Generate and distribute monthly customer statements
  - Perform monthly reconciliations for debtor accounts and key clients - Investigate and resolve account discrepancies and unidentified payments - Prepare debtor age analysis reports and monitor overdue accounts - Report payment trends and potential credit risks to management

Collections and Credit Control

• Follow up on outstanding accounts by telephone and email - Manage structured collection processes in line with ageing reports - Maintain accurate records of all debtor communication - Negotiate payment arrangements and resolve payment disputes professionally - Escalate high-risk or overdue accounts where necessary

Payments and Allocations

• Capture and allocate customer payments accurately and timeliness - Process remittance advices and match payments against outstanding invoices - Investigate unidentified deposits, short payments and overpayments

Queries and Customer Service

• Resolve debtor queries within agreed turnaround times - Liaise with internal hotel departments regarding billing discrepancies - Provide clients with invoices, statements and supporting documentation when required - Resolve pricing, billing and service-related disputes affecting payment

Month-End and Audit Support

• Assist with month-end debtor close procedures - Prepare reconciliations and supporting schedules for internal and external audits - Ensure debtor accounts are fully reconciled before reporting deadlines - Maintain complete audit trails for all debtor transactions

What we're looking for

We're looking for a proactive finance professional with exceptional attention to detail, strong analytical skills, and a passion for maintaining accurate financial records. You'll be confident communicating with clients, managing collections professionally, and contributing to the financial success of a busy hotel operation.

Only candidates who meet the minimum requirements will be contacted