Debtors Supervisor

Overview

• To supervise and coordinate the debtor's function within the bakery, ensuring accurate billing, timely collections, effective credit management, account reconciliations, and compliance with company policies.
• The role is responsible for maintaining healthy cash flow, reducing debtor days, minimizing bad debt exposure, and leading the debtor's team to deliver efficient customer service while supporting business profitability.

Responsibilities

Debtors Management

• Supervise the end-to-end accounts receivable process.
• Ensure customer accounts are accurately maintained.
• Review debtor ageing reports and drive collection strategies.
• Monitor overdue accounts and implement recovery actions.
• Authorise customer account adjustments within delegated authority.
• Ensure timely allocation of receipts.
• Resolve customer account queries promptly.

Credit Control

• Monitor customer credit limits.
• Recommend credit limit amendments.
• Review customer payment history and risk.
• Assist with customer credit assessments.
• Ensure compliance with company credit policy.
• Escalate high-risk accounts.

Cash Flow Management

• Support achievement of monthly cash collection targets.
• Monitor daily collections.
• Prepare cash collection forecasts.
• Assist Finance with working capital initiatives.
• Reduce overdue debt.

Customer Relationship Management

• Maintain professional relationships with customers.
• Resolve billing disputes.
• Liaise with Sales, Distribution and Customer Service.
• Negotiate payment arrangements where authorised.
• Improve customer satisfaction while protecting company interests.

Financial Administration

• Review customer reconciliations.
• Ensure invoices and credit notes are processed accurately.
• Monitor unapplied receipts.
• Ensure accurate month-end debtor reporting.
• Support internal and external audits.

Team Leadership

• Supervise the Debtors team.
• Allocate workload.
• Monitor productivity.
• Coach and develop employees.
• Conduct performance reviews.
• Ensure adherence to company policies.
• Promote teamwork and continuous improvement.

Reporting

• Prepare and analyse:
• Debtor Age Analysis
• Collection reports
• Overdue account reports
• Bad debt provisions
• Customer payment trends
• Credit exposure reports
• Collection performance against targets

Compliance & Governance

• Ensure compliance with accounting standards.
• Adhere to internal controls.
• Support audit requirements.
• Ensure segregation of duties.
• Maintain accurate financial records.
• Ensure compliance with company financial policies.

Decision Making

• The incumbent is required to:
• Prioritise collection activities.
• Recommend customer credit limits.
• Escalate legal recovery where required.
• Approve routine debtor adjustments within authority.
• Resolve customer disputes.
• Allocate team resources.
• Recommend process improvements.

Problem Solving

• The role regularly resolves:
• Long outstanding accounts.
• Customer payment disputes.
• Credit risk issues.
• Cash allocation discrepancies.
• Billing inaccuracies.
• Customer account reconciliations.
• Collection bottlenecks.
• System-related debtor issues.
• Requires analytical thinking, negotiation skills and sound financial judgement.

Internal Relationships

• Finance Department
• Sales Team
• Customer Service
• Distribution
• Warehouse
• Supply Chain
• Commercial Team
• Payroll where applicable
• Internal Audit

External Relationships

• Customers
• Financial Institutions
• Auditors
• Debt Collection Agencies
• Legal Service Providers
• Credit Bureaus

Knowledge Required

• Accounts Receivable principles
• Credit Control practices
• Financial reporting
• Debtors reconciliations
• Cash flow management
• Accounting systems SAP preferred
• Microsoft Excel Advanced
• Financial controls
• VAT legislation
• Credit risk management

Skills Required

• Leadership
• Coaching
• Negotiation
• Communication
• Conflict resolution
• Financial analysis
• Attention to detail
• Planning and organising
• Problem solving
• Customer relationship management
• Decision making
• Time management

Qualifications

• Diploma or Degree in Accounting, Finance or Commerce.
• Credit Management qualification advantageous
• 5–7 years' experience in Debtors / Accounts Receivable.
• Minimum 2–3 years in a supervisory role.
• Manufacturing or FMCG experience preferred.
• SAP and PGT experience advantageous.