Debtors Clerk - Logistics

SUMMARY:
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POSITION INFO:

Job Title: Debtors Clerk

Location: Northern Suburbs, Cape Town
Industry: Transport & Logistics

Type: Permanent
Salary: Market-Related (Based on Experience)

Qetello Holdings is recruiting on behalf of our client for a detail-oriented and organised Debtors Clerk to join their transport and logistics team on a permanent basis.

This role is responsible for the accurate processing of invoices, resolving customer account queries, and supporting the accounts’ receivable function. The successful candidate will work closely with the Debtors Manager to ensure customer accounts are maintained accurately, payments are monitored, and outstanding matters are addressed promptly.

This opportunity is ideal for a candidate with strong administrative skills, excellent attention to detail, and experience within a transport, logistics, or high-volume accounts receivable environment.

Duties & Responsibilities

Invoicing

• Generate and issue invoices accurately and timeously for all transport services rendered.
• Ensure all invoices are supported by the required documentation, including Proof of Delivery (PODs), rate confirmations, and supporting records.
• Verify that billing aligns with agreed customer rates, contracts, and service agreements.
• Maintain accurate invoicing records and supporting documentation.

Query Resolution

• Serve as the first point of contact for customer invoice and statement-related queries.
• Investigate and resolve discrepancies relating to billing, payments, account balances, and customer accounts.
• Liaise with operational and internal departments to resolve POD, rate, delivery, and load-related issues.
• Maintain professional communication with customers and stakeholders throughout the resolution process.

Accounts Receivable Support & Follow-Up

• Monitor customer accounts to ensure invoices are received and processed timeously.
• Follow up on month-end payments and ensure payments are received within agreed credit terms.
• Distribute statements and payment reminders in accordance with company procedures.
• Assist in maintaining positive customer relationships while ensuring payment obligations are met.

Account Ownership & Escalation

• Take responsibility for the day-to-day management of allocated customer accounts.
• Consistently follow up on outstanding invoices and maintain accurate account records.
• Monitor account activity and identify delays, payment risks, or account concerns.
• Provide regular feedback to the Debtors Manager regarding account status and outstanding balances.
• Escalate unresolved disputes, payment concerns, and overdue accounts when necessary.

Payment Processing & Reconciliation

• Accurately capture and allocate customer payments within the accounting system.
• Assist with debtor reconciliations and the resolution of allocation discrepancies.
• Maintain accurate and up-to-date debtor records.
• Ensure all account transactions are processed according to company procedures.

Reporting & Administration

• Maintain organised records of invoices, payments, reconciliations, and customer communications.
• Assist with preparing accounts receivable reports and debtor-related information.
• Ensure all documentation is complete, accurate, and audit-ready.
• Support the finance team with administrative duties as required.

Minimum Requirements

• Grade 12 / Matric (non-negotiable).
• Certificate or Diploma in Accounting, Finance, Bookkeeping, or a related field (preferred).
• Minimum 2–3 years’ experience in invoicing, accounts receivable, debtors administration, or a similar role.
• Experience within a transport, logistics, freight, or high-volume invoicing environment will be advantageous.
• Proficiency in Microsoft Excel and accounting systems.
• Strong numerical aptitude and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple accounts and consistently follow up on outstanding matters.
• Strong problem-solving and reconciliation skills.
• Ability to work independently while maintaining effective communication with management and colleagues.

Key Competencies

• Attention to Detail and Accuracy
• Accountability and Ownership
• Time Management and Organisation
• Customer Service Orientation
• Problem Solving and Analytical Thinking
• Professional Communication
• Teamwork and Collaboration
• Proactive Follow-Up and Escalation Management

Remuneration & Benefits

• Market-related remuneration package.
• Optional subsidised health insurance coverage.
• Opportunities for career growth and professional development.

How to Apply

Applications must be submitted via the advertised online application link.

If you do not receive feedback within 14 days, please consider your application unsuccessful.