Debtors Clerk

SUMMARY:
Our client is looking for a Debtors Clerk to manage day-to-day collections and customer account administration across the company's national customer base.
The successful candidate will take ownership of a high-volume debtors ledger, ensuring customer accounts remain accurate, overdue balances are followed up consistently and collections are managed effectively across all regions.
This is a junior, hands-on position suited to a methodical, resilient and organised individual who is comfortable communicating with customers by telephone, email and WhatsApp. The role requires someone who takes pride in accurate record-keeping and can remain persistent and professional when following up on outstanding payments.
The National Debtors Clerk will work closely with the Financial Manager, Financial Administrator, Regional Sales Representatives, Warehouse / Branch Teams and National Bookkeeper to support effective cash collection and maintain healthy debtor days.

POSITION INFO:

Key Responsibilities

• Generate and issue accurate tax invoices to customers nationally following the dispatch of products.
• Capture and reconcile customer purchase orders against invoices and delivery documentation.
• Process authorised credit notes and account adjustments.
• Maintain an accurate and consolidated national debtors ledger.
• Ensure transactions are correctly allocated to the relevant customer, branch and region.
• Match customer remittances to invoices and accurately process receipts on the accounting system.
• Assist with month-end invoicing and account administration.

• Monitor the national debtor ageing report and proactively follow up on overdue accounts.
• Contact customers by telephone, email and WhatsApp regarding outstanding balances.
• Prioritise collection activities according to the age and value of outstanding debt.
• Record customer commitments, payment promises and collection activity accurately.
• Escalate disputed or long-outstanding accounts to the Financial Manager.
• Assist with the preparation and distribution of customer statements.
• Follow up consistently on promised payments to improve cash collection.

• Open new customer accounts following completion and approval of the relevant credit application process.
• Maintain accurate customer master data, including contact details, banking information, credit limits and regional allocation.
• Assist with customer onboarding documentation, including FICA and VAT verification where applicable.
• Maintain accurate digital and physical records of invoices, delivery notes, PODs, credit notes and supporting documentation.
• Ensure all customer account information is kept current and confidential.

• Perform regular customer account reconciliations and investigate discrepancies.
• Prepare consolidated weekly overdue debtors reports for management.
• Assist with month-end debtors reporting and ageing analysis by region.
• Liaise with Sales Representatives and Warehouse / Branch Teams to resolve invoice and account queries.
• Investigate discrepancies relating to short deliveries, returns, pricing differences and other customer queries.
• Identify recurring issues or regional debtor risks and escalate these to management.

• Provide general administrative and finance support as required.
• Assist other members of the Finance team when required.
• Support finance projects and ad hoc tasks as directed by the Financial Manager.
• Ensure compliance with company policies, internal controls and financial procedures.
• Maintain strict confidentiality when handling customer and company financial information.

Key Performance Areas

• National Debtor Days (DSO): Maintain debtor days within agreed targets and contribute to ongoing reduction.
• Cash Collection: Improve the percentage of overdue debt collected within agreed timeframes.
• Overdue Debt: Reduce outstanding balances within the 60+ and 90+ day ageing categories.
• Invoice Accuracy: Ensure invoices are accurate and issued timeously.
• Reconciliation Accuracy: Complete customer account reconciliations accurately and within required deadlines.
• Query Resolution: Resolve customer account and invoice queries efficiently.
• Reporting: Deliver accurate weekly and month-end debtors reports on time.
• Collection Activity: Maintain consistent and well-documented follow-up across the national customer portfolio.

Minimum Requirements

• Matric / Grade 12 essential.
• Minimum 1–2 years' experience in debtors, creditors, accounts receivable or general finance administration.
• Proven ability to manage a high volume of customer accounts.
• Experience with accounting software such as Sage, Pastel, Xero or similar.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Strong numerical ability and attention to detail.
• Professional telephone manner and confidence conducting collections calls with customers.
• Strong written and verbal communication skills.
• Ability to work under pressure and meet month-end deadlines.
• Good organisational and time-management skills.
• Ability to work independently while contributing effectively to a wider Finance team.

Advantageous Experience

• Certificate or Diploma in Accounting, Bookkeeping, Finance or a related field.
• Previous experience within FMCG, wholesale or distribution.
• Experience using Sage Evolution.
• Experience managing a multi-branch or multi-region debtors ledger.
• Experience dealing with regional or remote Sales teams.
• Previous experience working with a large national customer base.
• Exposure to credit control, collections and debtor ageing analysis.