Debtors Clerk

SUMMARY:
FMCG Debtors Clerk / Credit Controller

REPORTING TO: Finance Executive
JOB TYPE: Full Time - Permanent
WORKING HOURS: 7:00 - 16:00

OFFICE LOCATION: La Lucia (Kwazulu Natal)

An opportunity has become available for a Debtors Clerk.
This role will report to the National Finance Executive.

The purpose of the Debtors Clerk is to assist in managing the accounts receivable process, ensuring timely collection of outstanding invoices, maintaining accurate records of financial transactions, and providing exceptional customer service.

This role requires strong attention to detail, excellent organisational skills, and the ability to communicate effectively with clients and internal stakeholders.

POSITION INFO:

• KEY PERFORMANCE AREAS

• Process and monitor incoming payments.
• Prepare and send out invoices to customers.
• Reconcile customer accounts and resolve discrepancies.
• Maintain accurate records of all transactions.
• Highly responsible for correct commission allocations.
• Loading of Creditors and Claim Payments.

• Generate and analyse accounts receivable aging reports.
• Prepare regular reports on receivables status for management review.

• Handle customer inquiries and disputes regarding invoices and payments.
• Provide exceptional customer service to maintain positive client relationships.
• Collaborate with the various departments and regions to address any billing
• issues.

• Ensure compliance with company policies and relevant legislation.
• Maintain accurate and up-to-date records of all receivables.
• Assist with audits and provide necessary documentation and explanations.
• Ensure principal contracts are fully signed and kept on file.
• Liase with National Operations Managers regarding new contracts,
• addendums and changes.
• Maintain and capture details on Fixed Assets Register.

• Follow up on overdue accounts and outstanding invoices.
• Implement and manage a collections strategy.
• Communicate with customers via phone and email to ensure timely
• payments.

• Collaborate with Creditors Clerk to ensure recoverable accounts are cleared
• each month.
• Invoice approved recoverable monies and submit to principals.

• Obtain monthly Regional Claim Reports and collaborate with Creditors Clerk
• to reconcile.
• Obtain Principals' Approvals for Claim invoices.
• Invoice approved claims and submit to Principal's Finance Department.

• Process Fixed and Variable Commission invoicing.
• Process Fixed and Variable Recoverable Adhoc invoicing.
• Obtain Commission Schedules from Principals for invoicing.
• Issue Statements/Invoices and Commission Schedules to Principals
• timeously.
• Weekly follow ups on discrepancies and outstanding monies from Principals.
• Complete closing of monthly Commissions by deadlines.
• Reconcile outstanding commissions and submit to Accountant for monthly
• accruals.
• Follow up on outstanding commissions for Principals and liase with
• Accountant to reverse accruals.
• Obtain commitment payment dates from Principals for cashflow projections.

• Qualifications: Diploma or degree in Finance, Accounting or related field.
• Experience: 3-5 years in Accounts Receivable position or similar role in FMCG industry.
• Attention to Detail: Must be meticulous and have the ability to accurately process and reconcile financial transactions.
• Accountability: Must demonstrate responsibility and take ownership of role.
• Organisational Skills: Strong ability to manage multiple tasks, prioritise and meet deadlines.
• Communication Skills: Excellent verbal and written communication skills.
• Collaboration & Team player: Must have good interpersonal skills to be able to work together with colleagues and assist the team where necessary.
• Customer Etiquette: Good manners to demonstrate professionalism with customers, to make a positive impression and deliver a high standard of service.
• Problem-Solving: Ability to identify and resolve discrepancies and customer issues.
• Analytical Skills: Proficient in analysing financial data and generating
• reports.
• Technical Proficiency: Computer literate in MS Office, especially Excel.
• Familiar with accounting software (e.g. Sage Evolution).
• Being adaptable and open to learning new skills.
• Fast paced, high pressure environment, which may require occasional overtime during peak periods.