Debtors & Revenue Administrator [CWR.K.DRA.05102026]

Introduction

Our client, an upmarket hotel and conference center in Pretoria is looking for a Debtors & Revenue Administrator to join their dynamic team.

Duties & Responsibilities

JOB DESCRIPTION / PURPOSE

To ensure the accurate administration of debtor accounts, advance deposits, customer billing and revenue-supporting documentation in accordance with company policies, internal controls, governance requirements and audit standards.

The role is responsible for coordinating the debtor and billing process by ensuring that all supporting documentation, signed slips, function sheets, contracts, billing instructions and other revenue-supporting records are received, validated and processed accurately and timeously. The position ensures that invoices are raised in accordance with approved billing instructions, contractual agreements and company procedures and that customer accounts are maintained accurately and completely.

The role is responsible for monitoring advance deposit requirements and payment due dates, coordinating the collection of deposits in accordance with approved function sheets, accommodation bookings and agreed payment terms, and following up on outstanding payments. The position provides accurate debtor and collection information to support cash flow planning and working capital management.

The role works closely with Group & Conference, Front Office, Reservations, Sales and other operational departments to ensure the timely receipt of billing documentation, resolve billing queries, minimise credit risk and maintain the integrity of customer billing and debtor records.

JOB DESCRIPTION / PURPOSE

• To maintain complete, accurate and up-to-date debtor profiles, including credit applications and agreements, and to manage approved debtor accounts in accordance with the company's credit policy, governance requirements and applicable legislation.

• To ensure that all billing instructions, rates, packages, signed slips, function sheets, contracts and supporting documentation are complete, accurate and correctly applied before invoices and statements are issued to customers within prescribed timeframes.

• To monitor outstanding function billing packs, signed slips and supporting documentation and follow up with operational departments to ensure invoices are raised within prescribed billing timelines.

• To monitor advance deposit requirements and payment due dates, coordinate the collection of deposits in accordance with approved function sheets, accommodation bookings and contractual payment terms, and ensure that deposits and debtor payments are accurately allocated to the relevant customer accounts.

• To administer the debt collection process by monitoring aged debtor accounts, performing collection activities, engaging with internal and external stakeholders, and escalating problem accounts in accordance with the company's collection policy.

• To compile accurate and meaningful debtor, deposit, collection, commission and billing reports, including age analyses, collection reports, overdue account summaries and exception reporting, and to provide timely feedback and recommendations to Management

• To complete all month-end debtor administration procedures within required deadlines, including customer account reconciliations, outstanding balance verification, deposit reviews and submission of required schedules and supporting documentation to Finance.

• To maintain proper documentation, filing systems and audit trails for all debtor, billing and collection activities, ensuring compliance with company policies, internal controls, audit standards and the National Credit Act.

• To work closely with Group & Conference, Front Office, Reservations, Sales and operational departments to ensure the timely receipt of billing documentation, accurate invoicing and effective collection of deposits and debtor balances.

• To ensure that all client files, function files, contracts, rooming lists, signed slips, deposits and supporting documentation are audited for completeness and accuracy, and that all billing instructions are correctly reflected prior to invoicing.

• To maintain complete, accurate and up-to-date records of commercial agreements, including commission agreements, travel agent agreements, tour operator agreements, negotiated rate agreements, Travel Management Company agreements and barter agreements, and to ensure these agreements are correctly administered, applied and monitored.

• To administer third-party payment channels, virtual credit card transactions, ShopSpa vouchers, commission schedules and other revenue-related payment arrangements accurately and within prescribed timelines, ensuring complete supporting documentation and audit-ready records are maintained.

MAIN DUTIES & RESPONSIBILITIES

Debtors' administration and credit management

• Maintain complete and accurate debtor profiles, including credit applications, supporting documentation and signed credit agreements in line with company policies, governance requirements and the National Credit Act.

• Create and maintain approved debtor accounts within Opera, ensuring correct coding, contact information, account classifications and billing instructions.

• Update debtor master data as required and ensure all supporting documentation is complete and appropriately authorised.

• Monitor debtor age analyses on a daily and weekly basis and identify overdue accounts requiring follow-up or escalation.

• Initiate and document collection activities, including calls, emails, statements and payment reminders, maintaining a complete audit trail of all interactions.

• Negotiate payment arrangements within delegated authority and escalate high-risk accounts in accordance with the company's collection procedures.

• Liaise with external collection agents regarding handed-over accounts and provide progress updates to Management.

• Prepare supporting documentation and recommendations relating to doubtful debts, write-offs and legal recovery actions for approval.

• Assist customers with the completion of vendor application forms, supplier onboarding documentation and customer account setup requirements.

• Coordinate the collection of supporting documentation required for vendor registrations, including company registration documents, tax certificates, banking confirmation letters, BBBEE certificates and other customer-specific requirements.

• Liaise with customers and internal stakeholders to ensure vendor applications are completed accurately and submitted within required timeframes.

• Monitor outstanding vendor application requests and follow up to ensure customer accounts are activated and available for billing and payment processing.

• Maintain complete records of submitted vendor applications, supporting documentation and customer onboarding correspondence.

• Monitor outstanding guest ledger balances and unresolved guest accounts and liaise with the relevant operational departments to facilitate timeous resolution.

Customer Billing & Invoicing

• Prepare and issue customer invoices, statements and supporting documentation in accordance with approved billing instructions, contracts and function sheets.

• Verify invoice accuracy prior to issue.

• Process approved invoice adjustments, credit notes and billing corrections within delegated authority limits.

• Respond to customer billing queries and coordinate resolutions with the relevant departments.

• Ensure all invoices are issued within prescribed service standards and contractual deadlines.

• Receive client files, function files and supporting documentation from Reservations, Front Office, Group & Conference and other operational departments within prescribed timelines.

• Audit client files for completeness, ensuring all required supporting documentation, signed slips, function sheets, contracts, billing instructions, deposits, rooming lists and supporting records have been received.

• Verify that all ch