Debtors Clerk

Phoenix Recruitment; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Debtors Clerk role at a Large Hotel in Cape Town requires accurate management of debtor accounts and accounts receivable processes. You will process invoices, allocate payments, reconcile accounts and follow up on outstanding payments.

Responsibilities include maintaining debtor ledgers, credit limits and terms, posting transactions daily, and generating monthly statements while ensuring data accuracy and confidentiality.

Qualifications

• Relevant financial qualification essential.
• At least 3–5 years’ proven experience in a Debtors Clerk / Accounts Receivable role with a hotel environment.
• Experience managing a debtor book with multiple accounts and high transaction volumes.
• Strong experience in debtor reconciliations and age analysis reporting.

Responsibilities

• Invoice Processing & Capture: Receiving invoices from varies departments within the Hotel and verifying completeness and accuracy.
• Debtors Administration & Account Maintenance: Maintaining full debtor ledger with accurate and up-to-date records.
• Statements, Reconciliations & Reporting: Generating and distributing monthly debtor statements timeously.

Skills

Attention to detail

Communication skills

Teamwork

Deadline-driven

Education

Relevant financial qualification

Tools

Opera

Microsoft Excel

Microsoft Office

Job description

Large Hotel based in Cape Town is looking for a Debtors Clerk.

The Debtors Clerk is responsible for the accurate and efficient management of debtor accounts and accounts receivable processes within the organisation. The role includes processing invoices, allocating payments, reconciling accounts, following up on outstanding payments, and resolving debtor queries.

The Debtors Clerk ensures that all transactions are correctly captured, supporting documentation is complete, and customer accounts are maintained in accordance with company policies and procedures. The position plays a key role in maintaining healthy cash flow, accurate financial records, and positive client relationships through effective communication and credit control practices.

Duties:

Invoice Processing & Capture:

• Receiving invoices from varies departments within the Hotel and verifying completeness and accuracy
• Ensuring all invoices are supported with correct documentation (e.g. signed Proof of Delivery, service confirmations, purchase orders where applicable)
• Capturing invoices and credit notes accurately on the accounting
• Ensuring invoices are correctly allocated to the correct customer account (AR account) and cost centre where applicable
• Scanning and filing invoices in the electronic document management system

Debtors Administration & Account Maintenance:

• Maintaining full debtor ledger with accurate and up-to-date records
• Monitoring and maintaining customer credit limits and terms as per company policy
• Ensuring all transactions are correctly posted and accounted for daily
• Processing journals, adjustments, and corrections where authorised
• Updating customer master data (contact details, billing information, payment terms)

Statements, Reconciliations & Reporting:

• Generating and distributing monthly debtor statements timeously
• Performing monthly debtor reconciliations for key accounts and high-value clients
• Investigating and resolving statement discrepancies and unidentified payments

Requirements:

• Relevant financial qualification essential
• At least 3–5 years’ proven experience in a Debtors Clerk / Accounts Receivable role with a hotel environment
• Experience managing a debtor book with multiple accounts and high transaction volumes
• Strong experience in debtor reconciliations and age analysis reporting

• Proficiency in Opera
• Proficiency in Microsoft Office and strong Microsoft Excel skills (VLOOKUP, pivot tables, basic formulas required)
• Solid understanding of credit control processes and collection procedures
• Experience working with 30/60/90-day ageing structures
• Ability to investigate and resolve complex account discrepancies independently
• Strong verbal and written communication skills for client interaction
• High attention to detail with strong numerical accuracy
• Ability to work under pressure and meet strict monthly deadlines
• Strong organisational skills and ability to prioritise workload effectively
• Professional handling of confidential financial and client information
• Telephone and email etiquette
• Conflict Resolution Skills
• Professional and Diplomatic Disposition
• Strong communication and interpersonal skills.
• Ability to work within a team and without supervision
• Good Resolution and problem-solving skills
• Exceptional attention to detail
• Be well versed in the English language essential
• Flexibility to work as per operational requirements

Debtors Clerk Cape Town, Western Cape, ZA