About this role
Debtors / Admin Clerk Qualification Matric / Senior Certificate Relevant qualification in finance Requirements 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 Duties 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.