Debtors Clerk

REQUIREMENTS Minimum education (essential):

• National Senior Certificate • Tertiary qualification or certificate in Finance / Accounting (advantageous) Minimum applicable experience (years):

• 2 - 5 years' experience in a Debtors Clerk or similar financial administrative role. • Experience managing large debtor books or high-volume accounts (advantageous) Required nature of experience:

• Debtors account management and reconciliation • Credit note processing and resolution of account discrepancies • Customer query handling and communication with internal departments • Experience working on Sage Evolution or similar ERP/accounting systems • Exposure to credit control and debt collection processes • Basic accounting knowledge and understanding of financial transactions • Basic VAT knowledge and application in credit notes and invoicing. Skills and Knowledge (essential):

• Strong numerical and analytical ability • Excellent written and verbal communication skills • High attention to detail and accuracy in processing financial data • Proficiency in Microsoft Office (Excel and Word essential) • Knowledge of Sage Evolution and SearchWorks (advantageous) • Sound understanding of credit control principles and financial procedures • Strong organizational and time management skills Other:

• Proficient in Afrikaans and English • Own transport and valid driver's license • Willingness to work overtime or extended hours during month-end KEY PERFORMANCE AREAS Credit Note Processing

• Process all credit notes accurately according to return notes, short deliveries, and claims. • Verify the validity of each credit request to ensure compliance with company policies. • Maintain accurate records of all processed credit notes (electronic and manual). • Identify and report irregularities or duplicate credit requests promptly. Debtors Account Management

• Maintain and update debtor accounts to ensure all transactions are recorded correctly. • Reconcile customer accounts and investigate discrepancies or unmatched payments. • Prepare and distribute monthly customer statements. • Monitor accounts to ensure timely payments and escalate overdue accounts when required. Query and Dispute Resolution

• Investigate and resolve customer credit and payment disputes efficiently. • Liaise with sales, logistics, and branch admin teams to resolve account-related issues. • Maintain professional communication and follow up on all outstanding queries. • Ensure all resolutions are documented and processed within set deadlines. Reporting and Compliance

• Provide fortnightly updates to departmental heads regarding credit note status and outstanding accounts. • Ensure compliance with financial policies, internal controls, and company procedures. • Assist during audits by supplying necessary debtor-related documentation. • Safeguard confidentiality of all financial information. Teamwork and Continuous Improvement

• Collaborate with sales and admin teams to streamline credit note and debtor processes.
• Provide support during colleagues' absence and contribute to team targets.
• Identify and propose process improvements to enhance debtor management.
• Maintain professionalism and a positive attitude aligned with company values.