Debtors Clerk

Creative Leadership Solutions; Kempton Park; On-site; ZAR 167,000 - 268,000; Full time

Job summary

Creative Leadership Solutions seeks a Debtors Clerk to manage debtors accounts, process credit notes, and ensure accurate financial records in a fast-paced environment.

You will handle customer queries, reconcile accounts, and coordinate with sales and logistics to resolve issues, while supporting month-end activities and maintaining data confidentiality.

Qualifications

• Proven ability to perform numerical analysis and data verification.
• Strong written and verbal communication for internal and external queries.
• High accuracy in processing financial data and documentation.

Responsibilities

• Process credit notes accurately according to notes and claims.
• Maintain and reconcile debtor accounts, prepare monthly statements.
• Investigate and resolve customer credit disputes with internal teams.
• Provide fortnightly updates on credit notes and outstanding accounts to managers.
• Assist during audits with required debtor-related documentation.

Skills

Numerical skills

Communication

Attention to detail

Excel

Word

Education

National Senior Certificate

Finance/Accounting certificate (advantageous)

Tools

Sage Evolution

SearchWorks

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 elevate 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.