Debtors Manager / Office Manager

ARCS; Pretoria; On-site; ZAR 180,000 - 240,000; Full time

Job summary

ARCS presents an opportunity within their financial and administration team. The role covers debtors management, accounting support, payroll administration, and overall office operations, requiring strong numeracy and SAP Pastel proficiency.

The candidate should be proficient in Sage Pastel, Excel, and Outlook, with a keen eye for detail and integrity. English and Afrikaans fluency is essential for client liaison and internal communications.

Qualifications

• Matric (Grade 12) is required.
• Proven working experience with Sage Pastel is essential.
• Experience in debtors management, age analysis and collections.
• Experience in office administration or office management.
• Payroll processing experience including statutory submissions to SARS is advantageous.
• Strong numeracy, analytical and reconciliation skills.
• Fluent in English and Afrikaans, both written and spoken.

Responsibilities

• Manage the full debtors book, including invoicing, payment allocations and account reconciliations using Sage Pastel.
• Monitor age analysis and follow up on outstanding payments through calls, emails and statements; negotiate payment arrangements.
• Issue monthly client statements and resolve billing and account queries; provide regular reports to management.

Skills

Numerical accuracy

Analytical thinking

Attention to detail

Client liaison

Communication (English & Afrikaans)

Education

Matric (Grade 12)

Bookkeeping or accounting qualification (advantageous)

Tools

Sage Pastel

Microsoft Excel

Outlook

Job description

Duties & Responsibilities Debtors Management

Manage the full debtors book, including invoicing, payment allocations and account reconciliations using Sage Pastel. Monitor age analysis and follow up on outstanding payments through calls, emails and account statements. Negotiate payment arrangements with clients and escal… long‑outstanding accounts where necessary. Issue monthly client statements and resolve billing and account queries. Monitor collections, overdue balances and debtors' days, providing regular reports to management.

Accounting & Financial Administration

Capture financial transactions and assist with bank reconciliations using Sage Pastel. Provide support with creditors processing and month-end procedures. Maintain accurate financial records and prepare supporting documentation for the accounting and audit teams.

Payroll Administration

Assist with monthly payroll processing for external clients. Prepare and submit relevant statutory returns, including PAYE, UIF and SDL. Prepare and distribute payslips and assist with payroll-related queries. Maintain accurate payroll records and ensure deadlines are met.

Office Management & Administration

Oversee the day-to-day running of the office and ensure that administrative operations run smoothly. Manage office supplies, service providers and general office requirements. Provide administrative and secretarial support to the Director, including diary management, correspondence and meeting coordination. Maintain client files, company records and general office documentation. Handle client and visitor enquiries professionally. Identify and resolve routine operational issues proactively.

General HR Administration

Maintain employee records, leave registers and employment contracts. Coordinate onboarding documentation for new employees. Assist with general HR administration and related documentation.

Requirements

Matric (Grade 12). Minimum of 2 years' experience in debtors management . Proven working experience with Sage Pastel is essential. Previous experience managing collections, age analysis and outstanding accounts. Experience in office administration or office management. Payroll processing experience, including statutory submissions to SARS, will be advantageous. Good knowledge of Microsoft Office, particularly Excel and Outlook. Strong numerical, analytical and reconciliation skills. Excellent organisational skills and attention to detail. Strong communication and client liaison skills. Ability to work independently, manage deadlines and handle confidential information professionally. Fluent in English and Afrikaans, both written and spoken.

Advantageous:

• A bookkeeping or accounting qualification.
• Previous experience in an accounting, auditing or financial services environment.
• Experience with payroll systems such as Sage VIP, Pastel Payroll or SimplePay.
• Exposure to HR administration and basic labour legislation.