Debtors / Admin Clerk
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Salary
up to $15k per year
Location
In office (Germiston)
Seniority
Middle · 3+ years exp
Employment
Full-Time
Overview
Company
Impact
Profile match
Job Mail is a South African online job board offering a large selection of vacancies across the country and some positions abroad. Job seekers can search and apply for jobs online, upload a CV and receive job alerts, while employers and recruitment agencies can advertise positions to a broad national audience. The brand is one of the longer-established names in South African job advertising and is operated from South Africa.
Qualification
- Matric / Senior Certificate
- Relevant qualification in finance
- Valid drivers license
- Minimum of 3 years’ working experience in a debtors, accounts receivable, credit control or similar finance environment;
- Experience in a debtors and administrative environment;
- Experience in managing and collecting an allocated debtors book;
- Experience on Pastel Evolution software will be an advantage;
- Experience on an ERP System an advantage;
- Telephone collections experience;
- Good working knowledge of Excel;
- Good reconciliation and numerical skills;
- Credit management qualification an advantage.
- Have a strong work-ethic;
- You are expected to always conduct yourself in a professional manner and use discretion in your dealings with customers, management, staff, and external organizations with whom you will interact;
- Maintain the company's desired level of confidentiality in respect of all aspects of this position;
- Ensure utmost integrity and honesty in all interactions with your colleagues, management, and the company's customers;
- Understand the concept of responsibility to mean "taking ownership of" and be prepared to personally see through to the end any task assigned;
- High attention to detail;
- Ability to accurately follow instructions;
- Excellent telephone & email manner;
- A positive, team-player attitude;
- Planning and organizing including time management;
- Excellent interpersonal skills;
- The ability to multi-task and achieve set goals;
- Strong motivation to succeed;
- Communicate effectively, both verbally and in writing;
- Able to challenge themselves and meet all deadlines and targets for the department
- Take responsibility for the day-to-day management and collection of the debtors book for an allocated company branch;
- Proactive collection and continuous follow up on all outstanding balances for the allocated company branch;
- Contact customers telephonically and by email to obtain payment commitments and resolve outstanding matters;
- Process new customer credit applications for the allocated company branch, ensuring all required supporting documentation is complete before submission for credit vetting;
- Monitor customer credit limits and payment terms as per procedure and escalate exceptions to the Credit Manager;
- Escalate overdue, high-risk or problematic accounts to the Credit Manager and follow the debtors order hold procedure as required;
- Maintain accurate customer master data and supporting documentation and assist with opening/closing customer accounts as per procedure;
- Process and allocate payments received on the manufacturing system as applicable;
- Email monthly statements, invoices, delivery notes and credit notes to customers;
- Maintain the debtors book for an allocated company branch to ensure all monies due are received timeously and according to payment terms;
- Undertake customer account reconciliations as required;
- Follow up account queries and resolve discrepancies timeously;
- Investigate disputed invoices and obtain the required supporting documentation from the branch, sales personnel or relevant internal department;
- Liaise with allocated company branch management and sales personnel regarding outstanding payments, purchase orders, claims, disputes and customer account queries;
- Maintain accurate notes of collection activities, customer commitments and outstanding queries;
- Process credit notes, discounts and refund requests in accordance with company procedures and authorised approval processes;
- Prepare and maintain allocated branch debtors ageing information and provide weekly collection updates and expected payment information;
- Assist with weekly and monthly cash flow projections relating to the debtors book for an allocated company branch;
- Ensure weekly and monthly processing deadlines are met as required by management;
- Provide regular feedback to the Credit Manager regarding overdue accounts, collection concerns and accounts requiring escalation;
- Assist with accounts identified for final demand or third-party/legal collection by ensuring the required supporting documentation is complete;
- Assist with month-end debtors procedures, reporting and reconciliations;
- Assist with auditors packs and provide supporting documentation as required;
- Supplier vetting country wide;
- Ensure all documentation required for new supplier vetting is received, valid and complete;
- Follow up proactively with suppliers and relevant company personnel regarding outstanding supplier documentation;
- Load approved suppliers onto Pastel where applicable and maintain accurate supplier records;
- B-BBEE verification and administration country wide;
- Maintain an accurate and up-to-date supplier B-BBEE certificate / affidavit register;
- Monitor expiry dates and proactively request updated B-BBEE certificates / affidavits from suppliers;
- Follow up continuously on expired and outstanding B-BBEE documentation until valid documentation is received;
- Review B-BBEE documentation received for completeness and validity and update records accordingly;
- Submit a weekly listing of B-BBEE certificates / affidavits received and outstanding;
- Prepare and submit the monthly Preferential Procurement (PP) spend report;
- General Credit Department administration and filing;
- Assist Credit Controllers and the Credit Manager with administrative duties as required;
- Assist with ad-hoc reports and information requested by management;
- Ensure all records and documentation falling within the position’s responsibility are accurate, complete and kept up to date;
- Follow up outstanding information proactively and see matters through to completion;
- Other finance duties and support as requested and delegated from time to time by management;
- Ensure that all transactions are compliant with company policy, procedures and regulations;
- Ensure credit management procedures are followed.
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