Debtors & Revenue Administrator

The Globevest Group; Pretoria; On-site; ZAR 260,000 - 380,000; Full time

Job summary

The Globevest Group is seeking a Debtors & Revenue Administrator in Pretoria to manage debtor accounts, deposits and billing documentation in line with company policies. You will coordinate with Group & Conference, Front Office, Reservations and Sales to ensure accurate invoicing and timely collections.

You will maintain debtor master data, monitor aging analyses and support cash flow with accurate reporting and audit-ready records. Knowledge of Opera PMS and payment channels is essential.

Qualifications

• Minimum 2–3 years' experience in finance/debtors administration within hospitality.
• Experience with Opera PMS and billing processes is essential.
• Strong knowledge of National Credit Act and POPIA advantageous.

Responsibilities

• Maintain debtor profiles, including credit applications and agreements.
• Prepare invoices, statements and supporting documentation in line with billing instructions.
• Monitor aged debt and coordinate collection activities.
• Coordinate deposits and allocate payments to customer accounts.
• Audit client files and ensure compliance with policies and procedures.
• Provide periodic reporting on debtors, deposits and billing.
• Liaise with Front Office, Reservations and Sales to ensure timely billing.
• Ensure accurate billing across functions and events.
• Administer third-party payment channels and ShopSpa vouchers.

Skills

Debtor management

Credit control

Negotiation

Attention to detail

Customer service

Stakeholder management

Education

Grade 12

Accounting/Finance/ Credit Management/ Debtors Control or Business Administration (Certificate/Diploma/Degree)

Tools

Opera PMS

Reservation systems

TravelIT

ShopSpa platform

POS systems

Job description

About the job Debtors & Revenue Administrator

Salary: Market related

Job type : Permanent

Reference: CWR.K.DRA.05102026

COMPANY DESCRIPTION:

Our client, an upmarket hotel and conference center in Pretoria is looking for a Debtors & Revenue Administrator to join their dynamic team.

JOB DESCRIPTION / PURPOSE:

To ensure the accurate administration of debtor accounts, advance deposits, customer billing and revenue-supporting documentation in accordance with company policies, internal controls, governance requirements and audit standards.

The role is responsible for coordinating the debtor and billing process by ensuring that all supporting documentation, signed slips, function sheets, contracts, billing instructions and other revenue-supporting records are received, validated and processed accurately and timeously. The position ensures that invoices are raised in accordance with approved billing instructions, contractual agreements and company procedures and that customer accounts are maintained accurately and completely.

The role is responsible for monitoring advance deposit requirements and payment due dates, coordinating the collection of deposits in accordance with approved function sheets, accommodation bookings and agreed payment terms, and following up on outstanding payments. The position provides accurate debtor and collection information to support cash flow planning and working capital management.

The role works closely with Group & Conference, Front Office, Reservations, Sales and other operational departments to ensure the timely receipt of billing documentation, resolve billing queries, minimise credit risk and maintain the integrity of customer billing and debtor records.

JOB DESCRIPTION / PURPOSE:

• To maintain complete, accurate and up-to-date debtor profiles, including credit applications and agreements, and to manage approved debtor accounts in accordance with the company's credit policy, governance requirements and applicable legislation.
• To ensure that all billing instructions, rates, packages, signed slips, function sheets, contracts and supporting documentation are complete, accurate and correctly applied before invoices and statements are issued to customers within prescribed timeframes.
• To monitor outstanding function billing packs, signed slips and supporting documentation and follow up with operational departments to ensure invoices are raised within prescribed billing timelines.
• To monitor advance deposit requirements and payment due dates, coordinate the collection of deposits in accordance with approved function sheets, accommodation bookings and contractual payment terms, and ensure that deposits and debtor payments are accurately allocated to the relevant customer accounts.
• To administer the debt collection process by monitoring aged debtor accounts, performing collection activities, engaging with internal and external stakeholders, and escalating problem accounts in accordance with the company's collection policy.
• To compile accurate and meaningful debtor, deposit, collection, commission and billing reports, including age analyses, collection reports, overdue account summaries and exception reporting, and to provide timely feedback and recommendations to Management
• To complete all month-end debtor administration procedures within required deadlines, including customer account reconciliations, outstanding balance verification, deposit reviews and submission of required schedules and supporting documentation to Finance.
• To maintain proper documentation, filing systems and audit trails for all debtor, billing and collection activities, ensuring compliance with company policies, internal controls, audit standards and the National Credit Act.
• To work closely with Group & Conference, Front Office, Reservations, Sales and operational departments to ensure the timely receipt of billing documentation, accurate invoicing and effective collection of deposits and debtor balances.
• To ensure that all client files, function files, contracts, rooming lists, signed slips, deposits and supporting documentation are audited for completeness and accuracy, and that all billing instructions are correctly reflected prior to invoicing.
• To maintain complete, accurate and up-to-date records of commercial agreements, including commission agreements, travel agent agreements, tour operator agreements, negotiated rate agreements, Travel Management Company agreements and barter agreements, and to ensure these agreements are correctly administered, applied and monitored.
• To administer third-party payment channels, virtual credit card transactions, ShopSpa vouchers, commission schedules and other revenue-related payment arrangements accurately and within prescribed timelines, ensuring complete supporting documentation and audit-ready records are maintained.

MAIN DUTIES & RESPONSIBILITIES:

Debtors' administration and credit management

• Maintain complete and accurate debtor profiles, including credit applications, supporting documentation and signed credit agreements in line with company policies, governance requirements and the National Credit Act.
• Create and maintain approved debtor accounts within Opera, ensuring correct coding, contact information, account classifications and billing instructions.
• Update debtor master data as required and ensure all supporting documentation is complete and appropriately authorised.
• Monitor debtor age analyses on a daily and weekly basis and identify overdue accounts requiring follow-up or escalation.
• Initiate and document collection activities, including calls, emails, statements and payment reminders, maintaining a complete audit trail of all interactions.
• Negotiate payment arrangements within delegated authority and elevate high-risk accounts in accordance with the company's collection procedures.
• Liaise with external collection agents regarding handed-over accounts and provide progress updates to Management.
• Prepare supporting documentation and recommendations relating to doubtful debts, write-offs and legal recovery actions for approval.
• Assist customers with the completion of vendor application forms, supplier onboarding documentation and customer account setup requirements.
• Coordinate the collection of supporting documentation required for vendor registrations, including company registration documents, tax certificates, banking confirmation letters, BBBEE certificates and other customer-specific requirements.
• Liaise with customers and internal stakeholders to ensure vendor applications are completed accurately and submitted within required timeframes.
• Monitor outstanding vendor application requests and follow up to ensure customer accounts are activated and available for billing and payment processing.
• Maintain complete records of submitted vendor applications, supporting documentation and customer onboarding correspondence.
• Monitor outstanding guest ledger balances and unresolved guest accounts and liaise with the relevant operational departments to facilitate timeous resolution.

Customer Billing & Invoicing

• Prepare and issue customer invoices, statements and supporting documentation in accordance with approved billing instructions, contracts and function sheets.
• Verify invoice accuracy prior to issue.
• Process approved invoice adjustments, credit notes and billing corrections within delegated authority limits.
• Respond to customer billing queries and coordinate resolutions with the relevant departments.
• Ensure all invoices are issued within prescribed service standards and contractual deadlines.
• Receive client files, function files and supporting documentation from Reservations, Front Office, Group & Conference and other operational departments within prescribed timelines.
• Audit client files for completeness, ensuring all required supporting documentation, signed slips, function sheets, contracts, billing instructions, deposits, rooming lists and supporting records have been received.
• Verify that all charges recorded on the client file agree to the approved function sheet, booking confirmation, contract, rooming list and billing instructions.
• Reconcile function sheets and supporting documentation to the final guest or customer bill and investigate discrepancies.
• Identify missing documentation, billing discrepancies, rate variances, unauthorised charges and incomplete client files and communicate findings to the relevant department head for corrective action.
• Maintain a tracking register of outstanding client files and missing documentation and follow up with operational departments until all outstanding items are received.
• Escalate overdue client files, unresolved discrepancies or repeated non-compliance to the Management Accountant & Operational Analyst and Financial Manager.
• Ensure client files are complete, accurately billed and appropriately supported before invoices are issued to customers.
• Maintain complete audit trails and supporting documentation for all client file reviews, investigations and corrective actions.
• Provide periodic reporting on outstanding client files, unresolved discrepancies and billing exceptions to Management.
• Monitor invoice turnaround times and ensure all accommodation, conference, function, debtor and event invoices are issued within established company service levels and contractual requirements.
• Escalate delays in documentation, approvals or billing submissions that may impact collections, customer service or cash flow.
• Review approved function sheets, accommodation bookings, contracts and billing instructions prior to invoicing and ensure that all special billing arrangements, split billing instructions, deposits, commissions and contractual obligations are correctly applied.

Advance Deposits & Collection Administration

• Monitor advance deposit requirements and payment due dates in accordance with function sheets, bookings, contracts and approved payment terms.
• Follow up outstanding deposits prior to arrival dates, functions and events.
• Coordinate with Group & Conference, Reservations and Front Office regarding outstanding deposits and payment requirements.
• Ensure deposits and debtor payments are accurately allocated to the correct reservation, function, customer and debtor accounts.
• Investigate and resolve unallocated receipts, short payments, duplicate payments and allocation discrepancies.
• Prepare deposit collection reports and provide collection status updates to support cash flow planning and working capital management.
• Escalate significant collection risks, overdue deposits and disputed accounts to Management.
• Maintain a register of outstanding advance deposits for accommodation bookings, conferences, functions and events and provide weekly status updates to operational departments and management.
• Review upcoming arrivals, conferences, functions and events to identify outstanding deposits and proactively follow up payment requirements prior to service delivery.
• Maintain an up-to-date signature card of approved promotion account holders and authorised signatories in accordance with company policies and delegated authority limits and distribute to night auditor and operational departments.
• Verify promotion account transactions against approved signature records, supporting documentation and authorised promotion account listings.
• Review promotion account activity reports and investigate unauthorised, unsupported or unusual transactions.
• Follow up discrepancies, missing authorisations and unsupported promotion account charges with the relevant department heads and account holders.
• Maintain supporting documentation and audit trails for all promotion account transactions and verifications.
• Prepare periodic promotion account exception reports and communicate significant findings to the Management Accountant & Operational Analyst and Financial Manager.
• Ensure promotion account records remain current by obtaining updated authorised signatory lists and supporting documentation as required.
• Escalate non-compliance with promotion account policies, approval limits or supporting documentation requirements to Management.
• Monitor and administer virtual credit card payments received from online travel agents, travel management companies and other third-party booking channels.
• Verify virtual card activation dates, payment limits, reservation details and billing instructions prior to processing charges.
• Process virtual credit card transactions accurately and within applicable collection periods.
• Allocate payments received through Travel IT, online travel agents, tour operators, travel management companies and other third-party channels to the correct customer, reservation and debtor accounts.
• Maintain complete supporting documentation for all virtual card transactions and third-party payments.
• Liaise with Front Office, Reservations, Sales, Group & Conference and external stakeholders to resolve payment allocation queries and outstanding transactions.
• Coordinate and report faults, outages and payment processing issues relating to payment terminals and merchant services.
• Log service calls, monitor progress and maintain records relating to merchant service providers and payment terminal support.
• Communicate payment terminal outages and alternative payment arrangements to affected departments.

ShopSpa Voucher Administration

• Process ShopSpa vouchers received for accommodation, spa, dining and other services in accordance with company procedures and third-party agreements.
• Post ShopSpa vouchers accurately against the applicable guest reservation, customer account or billing account within Opera.
• Verify voucher validity, value, booking details, redemption conditions and supporting documentation prior to processing.
• Redeem ShopSpa vouchers on the ShopSpa platform once utilised at Kievits Kroon and ensure all supporting documentation is accurately maintained.
• Investigate and resolve voucher discrepancies, rejected vouchers, duplicate redemptions and allocation exceptions.
• Maintain complete records of ShopSpa voucher transactions, redemptions and supporting documentation for audit and reconciliation purposes.
• Liaise with Front Office, Reservations, Spa, Group & Conference and other operational departments to resolve voucher-related queries and discrepancies.
• Monitor outstanding voucher balances and redemption status and elevate unresolved issues to Management where required.

Reporting, Documentation & Audit Readiness

• Compile and distribute debtor age analyses, collection reports, overdue account summaries and deposit reports.
• Prepare debtor schedules and supporting documentation required for month-end procedures, management reporting and audit requirements.
• Maintain organised electronic and hard-copy filing systems for debtor, billing and collection records.
• Prepare and provide supporting documentation requested by internal and external auditors.
• Participate in credit meetings and provide updates on collection performance, outstanding accounts and collection risks.
• Ensure compliance with company policies, internal controls, audit standards, POPIA and the National Credit Act
• Maintain complete and audit-ready files for debtor accounts, customer agreements, function files, commission agreements, barter agreements, vendor registrations, ShopSpa vouchers, payment allocations and supporting billing documentation.

Commercial Agreements, Commissions & Barter Administration

• Maintain a complete and up-to-date register of all approved commission agreements, travel agent agreements, tour operator agreements, Travel Management Company (TMC) agreements, group contracts, negotiated rates and other revenue-related commercial agreements.
• Maintain a centralised electronic and hard-copy repository of all customer agreements, commission agreements, barter agreements, vendor registrations and supporting commercial documentation in accordance with company retention policies.
• Maintain a complete and up-to-date register of all approved barter agreements, including supporting contracts, approvals, utilisation records and settlement documentation.
• Ensure all commission agreements, barter agreements and commercial contracts are appropriately authorised, filed and readily available for operational, billing and audit purposes.
• Review commission agreements and contractual terms to ensure billing, payment, collection and commission calculations are correctly applied.
• Verify travel agent, tour operator, travel management company and group commission claims against approved agreements, contracts, policies and supporting documentation.
• Review commission calculations for accuracy and ensure commission percentages, rates, payment terms and contractual conditions have been correctly applied.
• Prepare monthly commission provisions schedules based on occupied room nights, completed stays, function revenue, travel agent bookings, group bookings, tour operator agreements and other commissionable transactions in accordance with approved agreements and policies, and submit supporting schedules to Finance within established month-end deadlines.
• Investigate commission discrepancies, unsupported claims and incorrect commission calculations and coordinate resolution with the relevant departments and stakeholders.
• Prepare commission schedules and supporting documentation for review and approval in accordance with company procedures.
• Maintain complete records of commission calculations, provisions, claims, approvals and supporting documentation for audit purposes.
• Monitor outstanding commission claims and queries and ensure valid commission claims are processed within agreed timelines.
• Monitor barter agreement utilisation and ensure barter transactions are supported, tracked and administered in accordance with approved agreements and company policies.
• Liaise with Sales, Group & Conference, Reservations, Front Office and other operational departments to ensure commercial agreements are correctly implemented and administered.
• Report expired, missing, incomplete or unsigned commercial agreements to Management and follow up to ensure agreements are renewed, approved and appropriately documented.
• Maintain a register of agreement expiry dates, notice periods, renewal requirements and key commercial terms, and follow up with the relevant departments to ensure agreements are reviewed and renewed timeously.
• Maintain electronic and hard-copy commercial agreement files in accordance with document retention and audit requirements.

EDUCATIONAL REQUIREMENTS:

• Grade 12
• Certificate, Diploma or Degree in Accounting, Finance, Credit Management, Debtors Control or Business Administration (Preferred)

EXPERIENCE AND SKILLS REQUIRED:

• Minimum of 2–3 years' relevant experience in finance administration, creditors administration or accounts payable.
• Minimum 3 years' experience in debtor administration, credit control, revenue administration or a similar finance role within the hospitality industry (Essential).
• Experience working with Opera PMS, reservations systems, event and conference billing processes and debtor administration systems (Essential).
• Proven experience in debtor management, collections, customer invoicing and account administration (Essential).
• Experience auditing client files, function documentation, contracts and billing support documentation (Advantageous).
• Experience administering travel agent, corporate, tour operator or conference billing accounts (Advantageous).
• Experience with commission administration, commercial agreements, travel agent agreements, barter agreements and customer onboarding processes (Advantageous).
• Sound understanding of debtor management, credit control, customer billing, revenue administration and customer account management within a hospitality environment.
• Working knowledge of hotel revenue cycles, including accommodation, conferencing, events, travel agents, tour operators, negotiated rates and direct billing processes.
• Understanding of debtor ageing, debt collection procedures, customer account administration and working capital principles.
• Working knowledge of the National Credit Act, POPIA, internal controls, governance requirements and audit documentation standards.
• Understanding of commission agreements, travel agent contracts, tour operator agreements, barter agreements and commercial billing arrangements.
• Working knowledge of Opera PMS, POS systems, OTA platforms, TravelIT, ShopSpa and other systems used within a hotel revenue and debtor administration environment.
• English proficiency (written and verbal communication) (Essential).
• Computer literacy in Microsoft Office, including intermediate to advanced Excel skills (formulas, pivot tables, lookups, filtering and reporting) (Essential).
• Computer literacy in Opera PMS, Microsoft Excel and other hospitality systems used for debtor administration, customer billing and reporting.
• Ability to prepare and review invoices, statements, billing schedules, customer account information and supporting documentation accurately.
• Strong administration, document management and record-keeping skills.
• Ability to analyse debtor balances, collection trends, deposits, commission schedules and billing discrepancies.
• Strong customer service and stakeholder relationship management skills.
• Strong negotiation, follow-up and collection skills.
• Strong attention to detail with the ability to identify billing exceptions, contractual discrepancies and documentation deficiencies.
• Ability to coordinate multiple deadlines and follow-up activities across departments.
• Valid Driver's License + Own Transport (Desirable).
• High degree of accuracy and attention to detail (essential for billing, collections, customer account administration and documentation control).
• Energetic, committed, and collaborative team player.
• Self-motivated and hard working with strong work ethic.
• Must be willing to work reasonable additional hours, weekends and public holidays when operational requirements, month-end processes or business demands necessitate such support.
• Excellent communication and interpersonal skills, particularly in customer-facing collection interactions.
• Demonstrated conflict resolution and negotiation abilities.
• Willingness to undergo occupational assessments (including medical, psychological and competency evaluations as per company policy).
• Professional approach to confidential financial information.
• Ability to meet strict deadlines and manage multiple priorities simultaneously.
• Highly organised with strong document management and record keeping capabilities.
• Ability to communicate effectively with customers, operational departments and external stakeholders.
• Strong problem-solving ability and attention to detail.
• Ability to manage confidential commercial agreements, customer information and financial documentation.

POPIA NOTICE

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• We may retain your personal information in our database for future employment opportunities and matching purposes.
• We may contact you should a suitable position become available.
• The information you have provided is true, correct, and up to date.

We endeavour to respond to all applications. However, if you do not hear from us within 14 days, please consider your application unsuccessful.