Debtors Clerk

Creative Leadership Solutions; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A financial services company is seeking a Debtors Clerk in Gauteng. The role involves processing credit notes, managing debtor accounts, and resolving customer disputes. The ideal candidate has 2-5 years of relevant experience and must be proficient in both Afrikaans and English. Strong numerical and analytical skills are essential, along with proficiency in Microsoft Office and experience with Sage Evolution.

Qualifications

• Minimum 2-5 years experience in a Debtors Clerk or similar role.
• Experience managing large debtor books is advantageous.
• Proficient in Afrikaans and English.

Responsibilities

• Process credit notes accurately according to company policies.
• Maintain and update debtor accounts.
• Investigate and resolve customer credit disputes.

Skills

Strong numerical and analytical ability

Excellent written and verbal communication skills

High attention to detail

Proficiency in Microsoft Office

Strong organizational and time management skills

Education

National Senior Certificate

Tertiary qualification or certificate in Finance/Accounting

Tools

Sage Evolution

Microsoft Excel

Job description

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate
• Tertiary qualification or certificate in Finance/Accounting (advantageous)

Minimum applicable experience (years):

• 2 - 5 years experience in a Debtors Clerk or similar financial administrative role.
• Experience managing large debtor books or high-volume accounts (advantageous)

Required nature of experience:

• Debtors account management and reconciliation
• Credit note processing and resolution of account discrepancies
• Customer query handling and communication with internal departments
• Experience working on Sage Evolution or similar ERP/accounting systems
• Exposure to credit control and debt collection processes
• Basic accounting knowledge and understanding of financial transactions
• Basic VAT knowledge and application in credit notes and invoicing.

Skills and Knowledge (essential):

• Strong numerical and analytical ability
• Excellent written and verbal communication skills
• High attention to detail and accuracy in processing financial data
• Proficiency in Microsoft Office (Excel and Word essential)
• Knowledge of Sage Evolution and SearchWorks (advantageous)
• Sound understanding of credit control principles and financial procedures
• Strong organizational and time management skills

Other:

• Proficient in Afrikaans and English
• Own transport and valid driver's license
• Willingness to work overtime or extended hours during month-end

KEY PERFORMANCE AREAS

Credit Note Processing

• Process all credit notes accurately according to return notes, short deliveries, and claims.
• Verify the validity of each credit request to ensure compliance with company policies.
• Maintain accurate records of all processed credit notes (electronic and manual).
• Identify and report irregularities or duplicate credit requests promptly.

Debtors Account Management

• Maintain and update debtor accounts to ensure all transactions are recorded correctly.
• Reconcile customer accounts and investigate discrepancies or unmatched payments.

Prepare and distribute monthly customer statements.

• Monitor accounts to ensure timely payments and escalation of overdue accounts when required.

Query and Dispute Resolution

• Investigate and resolve customer credit and payment disputes efficiently.
• Liaise with sales, logistics, and branch admin teams to resolve account-related issues.
• Maintain professional communication and follow up on all outstanding queries.
• Ensure all resolutions are documented and processed within set deadlines.

Reporting and Compliance

• Provide fortnightly updates to departmental heads regarding credit note status and outstanding accounts.
• Ensure compliance with financial policies, internal controls, and company procedures.
• Assist during audits by supplying necessary debtor-related documentation.
• Safeguard confidentiality of all financial information.

Teamwork and Continuous Improvement

• Collaborate with sales and admin teams to streamline credit note and debtor processes.
• Provide support during colleagues absence and contribute to team targets.
• Identify and propose process improvements to enhance debtor management.
• Maintain professionalism and a positive attitude aligned with company values.