Debtors Clerk - Epping

Debtors Clerk – Epping

Key Responsibilities

1.1 Debtors Administration & Processing

• Maintain the debtor’s database accurately and ensure records are up to date.
• Process and allocate customer payments by completing receipts of payments.
• Submit daily bank statements to branches for debtors that have made payments.
• Prepare and submit daily “stop supply” lists to the Accountant & MD and relevant branches when necessary.
• Manage and reconcile outstanding COD accounts.
• Ensure monthly debtors’ statements are generated and distributed.
• Reconcile bank accounts.

1.2 Credit Notes, New Accounts & Pricing

• Raise and process credit notes and submit the necessary NCA documentation in line with ISO procedures.
• Open and set up new customer accounts in the system.
• Maintain and update credit note and new account files.
• Create and update price lists, including adding new pricing.
• Manage and maintain group price lists separately.
• Request credit limit increases from the Debtors HOD when required.
• Update Rep Codes on Accpac, including historical Rep Code changes.

1.3 Customer Service & Query Resolution

• Respond professionally, promptly, and accurately to customer and internal queries.
• Resolve billing and account queries effectively via telephone and email communication.
• Provide accurate advice on billing-related matters.
• Conduct account reconciliations as required to resolve discrepancies and support collections.

1.4 Reporting & Compliance

• Prepare and submit debtor reporting within required deadlines, including:
• Weekly Debtors Age Report to the MD /Accountant.
• Monthly Debtors Age Report to the MD/Accountant.
• Monthly Debtors Report.
• Monthly group reports.
• Credit notes, new accounts, and NCA reports to the MD/Accountant.
• Compile a Credit Note Analysis for Management Review meetings every six months.
• Monitor debtor accounts and escalate risks or potential collection issues timeously to management.

1.5 Legal, Underwriters & Stakeholder Liaison

• Communicate with legal attorneys and debtors when required.
• Liaise with underwriters regarding debtor accounts.
• Maintain and update debtor account information on underwriters’ portals.

1.6 Audit Support & General Assistance

• Assist with year-end financial audits relating to debtors.
• Prepare and submit year-end aging reports, new accounts, and credits to the MD/Accountant.
• Provide relief for reception duties when required.
• Perform additional ad-hoc duties as requested to support departmental objectives.