SUMMARY:

Debtors Manager / Office Manager

Introduction

POSITION INFO:

Duties & Responsibilities

• Manage the full debtors book, including invoicing, payment allocations and account reconciliations using Sage Pastel.
• Monitor age analysis and follow up on outstanding payments through calls, emails and account statements.
• Negotiate payment arrangements with clients and escalate long-outstanding accounts where necessary.
• Issue monthly client statements and resolve billing and account queries.
• Monitor collections, overdue balances and debtors' days, providing regular reports to management.

• Capture financial transactions and assist with bank reconciliations using Sage Pastel.
• Provide support with creditors processing and month-end procedures.
• Maintain accurate financial records and prepare supporting documentation for the accounting and audit teams.

• Assist with monthly payroll processing for external clients.
• Prepare and submit relevant statutory returns, including PAYE, UIF and SDL.
• Prepare and distribute payslips and assist with payroll-related queries.
• Maintain accurate payroll records and ensure deadlines are met.

• Oversee the day-to-day running of the office and ensure that administrative operations run smoothly.
• Manage office supplies, service providers and general office requirements.
• Provide administrative and secretarial support to the Director, including diary management, correspondence and meeting coordination.
• Maintain client files, company records and general office documentation.
• Handle client and visitor enquiries professionally.
• Identify and resolve routine operational issues proactively.

• Maintain employee records, leave registers and employment contracts.
• Coordinate onboarding documentation for new employees.
• Assist with general HR administration and related documentation.

Requirements

• Matric (Grade 12).
• Minimum of 2 years' experience in debtors management.
• Proven working experience with Sage Pastel is essential.
• Previous experience managing collections, age analysis and outstanding accounts.
• Experience in office administration or office management.
• Payroll processing experience, including statutory submissions to SARS, will be advantageous.
• Good knowledge of Microsoft Office, particularly Excel and Outlook.
• Strong numerical, analytical and reconciliation skills.
• Excellent organisational skills and attention to detail.
• Strong communication and client liaison skills.
• Ability to work independently, manage deadlines and handle confidential information professionally.
• Fluent in English and Afrikaans, both written and spoken.

• A bookkeeping or accounting qualification.
• Previous experience in an accounting, auditing or financial services environment.
• Experience with payroll systems such as Sage VIP, Pastel Payroll or SimplePay.
• Exposure to HR administration and basic labour legislation.