Debtors Clerk

SUMMARY:
This client is in the heart of Cape Town and currently looking for a  Debtors Clerk. The role includes processing invoices, allocating payments, reconciling accounts, following up on outstanding
payments, and resolving debtor queries.

POSITION INFO:
Location: Cape Town 
Salary: R 18 000 - R 20 000 basic salary 
Industry: Hospitality & Tourism
Employment Type: Full-Time 
 
Key Requirements
- Relevant financial qualification essential
- 3–5 years’ proven experience in a Debtors Clerk / Accounts Receivable role with a hotel environment
- Experience managing a debtor book with multiple accounts and high transaction volumes
- Strong experience in debtor reconciliations and age analysis reporting
- Proficiency in Opera
- Proficiency in Microsoft Office and strong Microsoft Excel skills (VLOOKUP, pivot tables, basic formulas required)
- Solid understanding of credit control processes and collection procedures
- Experience working with 30/60/90-day ageing structures
- Ability to investigate and resolve complex account discrepancies independently
- Strong verbal and written communication skills for client interaction
- High attention to detail with strong numerical accuracy
- Ability to work under pressure and meet strict monthly deadlines
- Strong organisational skills and ability to prioritise workload effectively
- Professional handling of confidential financial and client information
- Telephone and email etiquette
- Conflict Resolution Skills
- Professional and Diplomatic Disposition
- Strong communication and interpersonal skills.
- Ability to work within a team and without supervision
- Good Resolution and problem-solving skills
- Exceptional attention to detail
- Be well versed in the English language essential
- Flexibility to work as per operational requirements

Key Responsibilities
Invoice Processing & Capture
- Receiving invoices from varies departments within the Hotel and verifying completeness and accuracy
- Ensuring all invoices are supported with correct documentation (e.g. signed Proof of Delivery, service confirmations, purchase orders where applicable)
- Capturing invoices and credit notes accurately on the accounting
- Ensuring invoices are correctly allocated to the correct customer account (AR account) and cost centre where applicable
- Scanning and filing invoices in the electronic document management system
Debtors Administration & Account Maintenance
- Maintaining full debtor ledger with accurate and up-to-date records
- Monitoring and maintaining customer credit limits and terms as per company policy
- Ensuring all transactions are correctly posted and accounted for daily
- Processing journals, adjustments, and corrections where authorised
- Updating customer master data (contact details, billing information, payment terms)
Statements, Reconciliations & Reporting
- Generating and distributing monthly debtor statements timeously
- Performing monthly debtor reconciliations for key accounts and high-value clients
- Investigating and resolving statement discrepancies and unidentified payments
- Preparing and maintaining age analysis reports (current, 30/60/90+ days)
- Reporting on overdue accounts, payment trends, and risk accounts to management
Collections & Credit Control
- Following up on outstanding invoices via email and telephone according to ageing status
- Managing a structured collection process for overdue accounts
- Maintaining detailed call and communication records for debtor interactions
- Negotiating payment arrangements and resolving payment disputes professionally
- Escalating high-risk or long-outstanding accounts to management or credit control lead 
Payments & Allocations
- Capturing and posting incoming payments accurately and timeously
- Allocating payments correctly against invoices and resolving short payments or
overpayments
- Processing remittance advices and matching payments to invoices
- Investigating unidentified deposits and ensuring correct allocation
Queries & Internal Liaison
- Handling and resolving debtor queries within agreed turnaround times
- Liaising with the varies departments regarding billing discrepancies
- Assisting clients with invoice requests, statement re-issues, and supporting documentation
- Resolving disputes related to pricing, delivery, or service issues impacting payment
Month-End & Audit Support
- Assisting with month-end close processes for debtor’s ledger
- Providing supporting schedules and reconciliations for audit purposes
- Ensuring debtor records are fully reconciled prior to financial reporting deadlines
- Maintaining proper audit trails for all debtor-related transactions

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within two (2) weeks of submitting your application, please consider your application unsuccessful. We thank you for your interest in the position and wish you success in your future career endeavors.