Data Clerk / Billing & Accounts Administrator

SUMMARY:
Data Clerk / Billing & Accounts Administrator
We are seeking a highly organised and detail-oriented Data Clerk / Billing & Accounts Administrator to join a professional services firm based in Faerie Glen, Pretoria. The successful candidate will be responsible for accurate data capturing, client billing, invoicing, debtor follow-ups, reconciliations, and general financial administration. This position is suited to an experienced administrator with strong numerical accuracy and attention to detail rather than a formally qualified accountant. The organisation is open to half-day or full-day appointments, as well as permanent, contract, or temporary employment options.

POSITION INFO:
Minimum Requirements:

• Matric / Grade 12 (essential)
• Minimum 10 years’ experience in data capturing, billing, debtors, accounts administration, or a similar administrative role.
• Previous experience in a law firm or professional-services environment would be advantageous.
• Proven experience with invoicing, billing, debtor follow-ups, and payment allocations.
• Strong Microsoft Excel skills.
• Good computer literacy and fast, accurate data-capturing skills.
• Experience working with accounting, practice-management, or CRM software.
• Experience with PM Pro would be advantageous.
• Excellent numerical accuracy and attention to detail.
• Strong written and verbal communication skills.
• Professional telephone etiquette and client service skills.
• Ability to work independently, meet deadlines, and maintain confidentiality.

• Accurately capture client, matter, financial, and other relevant information onto the firm's systems.
• Open, update, and maintain accurate client and matter files.
• Capture and allocate payments received to the correct client accounts.
• Maintain accurate electronic records, spreadsheets, databases, and internal reports.
• Prepare and draft client invoices and statements using information provided by attorneys and fee earners.
• Check invoices for accuracy, including client details, matter information, descriptions, and amounts, before submission.
• Send invoices and statements to clients and maintain accurate records of invoices issued and payments received.
• Monitor outstanding client accounts and conduct regular debtor follow-ups via telephone and email.
• Record payment arrangements, follow-ups, and confirmations accurately.
• Escalate long-outstanding or problematic accounts to management.
• Assist with monthly billing processes and ensure billing deadlines are met.
• Identify billing discrepancies, errors, omissions, and irregularities and bring these to management's attention.
• Assist attorneys with queries relating to billing, payments, and outstanding accounts.
• Assist with reconciliations between the firm's billing system and accounting records.
• Check receipts and proof of payment and ensure transactions are accurately recorded.
• Assist the accountant/bookkeeper with financial administration where required.
• Prepare basic financial, debtor, billing, and payment reports for management.
• Maintain accurate debtor lists and monitor outstanding balances.
• Perform data verification and quality-control checks to ensure information is accurate and up to date.
• Maintain Excel spreadsheets and produce ad-hoc reports as required.
• Provide general administrative support to management and attorneys.
• Respond professionally to routine client account queries and assist with account-related correspondence.
• Maintain confidential electronic and physical records.
• Assist with document preparation, scanning, filing, and general office administration.
• Coordinate information between attorneys, clients, and the accounts function.
• Perform other reasonable administrative duties as required.