Accounts Receivable Administrator

SUMMARY:
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POSITION INFO:

The ideally candidate will be required to to ensure accurate, efficient, and timely management of accounts, collections, reconciliations, reporting, and administrative tasks. Maintain strong relationships with customers and suppliers, supporting cashflow optimization and operational compliance.

This role is primarily responsible for debt collection and cashflow support, with administration as a secondary function.

Duties & Responsibilities

Collection Processing (Cashflow Optimization)

• Follow up on all overdue accounts daily via phone and email until resolved.
• Ensure adherence to terms and conditions.
• Enforce credit limits and monitor overdue accounts.
• Monitor arrear accounts and escalate for collection.
• Examine customer payment history and escalate for revision of balance or terms, as required.
• Provide input into debt collection strategies.
• Maintain high customer retention.
• Identify changes in payment patterns and act accordingly.

Data Administration and Maintenance

• Maintain and manage accurate records of accounts on ERP system.
• Administer and control all master records.
• Conduct reconciliations of debtor accounts; identify incorrect allocations.
• Record bank receipts in ERP, as required.
• Save customer and supplier documents (credit applications, addendums, CK documents, etc.) into the ERP system.
• Perform credit vetting via trade references and basic investigation.
• Perform ad hoc account administrative tasks.

Reporting

• Prepare weekly, monthly and ad hoc age analysis reports.
• Report delinquent and irrecoverable accounts.
• Distribute statements on Mondays, Wednesdays, Fridays and on request.
• Conduct quarterly evaluations of debtor accounts; review credit terms and limits; report to Accounting Manager.

Accounts Queries Resolution / Client Liaison

• Identify issues, recommend actions and implement suitable solutions.
• Follow up and resolve queries before deadlines.
• Maintain professional contact with customers regarding their accounts.
• Ensure proper management of accounts in compliance with policies and procedures.
• Liaise with relevant departments to resolve queries timely.
• Investigate account discrepancies and gather necessary information for informed decisions.

Compliance

• Perform collection procedures to the highest ethical standards.
• Maintain neat and orderly archives according to compliance requirements.
• Comply with internal guidelines when sharing customer account information.
• Follow company policies and procedures.
• Ensure all filing and documentation processes meet compliance standards.

Teamwork, Handover & Confidentiality

• Ensure proper handovers between team members.
• Share information openly; avoid silo/territorial behaviour.
• Maintain strict confidentiality of all financial and customer information.
• Handle messages and documents with discretion.

Requirements & Qualifications

• Grade 12 (Matric)
• 1–2 years’ experience in an Accounts Receivable or finance-related role – preferred.
• Experience working on an ERP system (e.g. Palladium or similar) – advantageous.
• Basic understanding of accounting principles and debtor processes.