Debtors / Admin Clerk

SUMMARY:
Debtors / Admin Clerk

POSITION INFO:
Qualification

• Matric / Senior Certificate
• Relevant qualification in finance

• Valid drivers license
• Minimum of 3 years’ working experience in a debtors, accounts receivable, credit control or similar finance environment;
• Experience in a debtors and administrative environment;
• Experience in managing and collecting an allocated debtors book;
• Experience on Pastel Evolution software will be an advantage;
• Experience on an ERP System an advantage;
• Telephone collections experience;
• Good working knowledge of Excel;
• Good reconciliation and numerical skills;
• Credit management qualification an advantage.
• Have a strong work-ethic;
• You are expected to always conduct yourself in a professional manner and use discretion in your dealings with customers, management, staff, and external organizations with whom you will interact;
• Maintain the company's desired level of confidentiality in respect of all aspects of this position;
• Ensure utmost integrity and honesty in all interactions with your colleagues, management, and the company's customers;
• Understand the concept of responsibility to mean "taking ownership of" and be prepared to personally see through to the end any task assigned;
• High attention to detail;
• Ability to accurately follow instructions;
• Excellent telephone & email manner;
• A positive, team-player attitude;
• Planning and organizing including time management;
• Excellent interpersonal skills;
• The ability to multi-task and achieve set goals;
• Strong motivation to succeed;
• Communicate effectively, both verbally and in writing;
• Able to challenge themselves and meet all deadlines and targets for the department

• Take responsibility for the day-to-day management and collection of the debtors book for an allocated company branch;
• Proactive collection and continuous follow up on all outstanding balances for the allocated company branch;
• Contact customers telephonically and by email to obtain payment commitments and resolve outstanding matters;
• Process new customer credit applications for the allocated company branch, ensuring all required supporting documentation is complete before submission for credit vetting;
• Monitor customer credit limits and payment terms as per procedure and escalate exceptions to the Credit Manager;
• Escalate overdue, high-risk or problematic accounts to the Credit Manager and follow the debtors order hold procedure as required;
• Maintain accurate customer master data and supporting documentation and assist with opening/closing customer accounts as per procedure;
• Process and allocate payments received on the manufacturing system as applicable;
• Email monthly statements, invoices, delivery notes and credit notes to customers;
• Maintain the debtors book for an allocated company branch to ensure all monies due are received timeously and according to payment terms;
• Undertake customer account reconciliations as required;
• Follow up account queries and resolve discrepancies timeously;
• Investigate disputed invoices and obtain the required supporting documentation from the branch, sales personnel or relevant internal department;
• Liaise with allocated company branch management and sales personnel regarding outstanding payments, purchase orders, claims, disputes and customer account queries;
• Maintain accurate notes of collection activities, customer commitments and outstanding queries;
• Process credit notes, discounts and refund requests in accordance with company procedures and authorised approval processes;
• Prepare and maintain allocated branch debtors ageing information and provide weekly collection updates and expected payment information;
• Assist with weekly and monthly cash flow projections relating to the debtors book for an allocated company branch;
• Ensure weekly and monthly processing deadlines are met as required by management;
• Provide regular feedback to the Credit Manager regarding overdue accounts, collection concerns and accounts requiring escalation;
• Assist with accounts identified for final demand or third-party/legal collection by ensuring the required supporting documentation is complete;
• Assist with month-end debtors procedures, reporting and reconciliations;
• Assist with auditors packs and provide supporting documentation as required;
• Supplier vetting country wide;
• Ensure all documentation required for new supplier vetting is received, valid and complete;
• Follow up proactively with suppliers and relevant company personnel regarding outstanding supplier documentation;
• Load approved suppliers onto Pastel where applicable and maintain accurate supplier records;
• B-BBEE verification and administration country wide;
• Maintain an accurate and up-to-date supplier B-BBEE certificate / affidavit register;
• Monitor expiry dates and proactively request updated B-BBEE certificates / affidavits from suppliers;
• Follow up continuously on expired and outstanding B-BBEE documentation until valid documentation is received;
• Review B-BBEE documentation received for completeness and validity and update records accordingly;
• Submit a weekly listing of B-BBEE certificates / affidavits received and outstanding;
• Prepare and submit the monthly Preferential Procurement (PP) spend report;
• General Credit Department administration and filing;
• Assist Credit Controllers and the Credit Manager with administrative duties as required;
• Assist with ad-hoc reports and information requested by management;
• Ensure all records and documentation falling within the position’s responsibility are accurate, complete and kept up to date;
• Follow up outstanding information proactively and see matters through to completion;
• Other finance duties and support as requested and delegated from time to time by management;
• Ensure that all transactions are compliant with company policy, procedures and regulations;
• Ensure credit management procedures are followed.