Debtors Clerk

SUMMARY:
Introduction:
A well-established FMCG company based in Kempton Park is seeking a Debtors Clerk to join their finance team. The successful candidate will manage customer accounts, process accurate credit notes, reconcile transactions, and ensure timely payment collections. This role requires strong organizational skills, attention to detail, and effective communication with both internal and external stakeholders to support the overall credit control function.

Job Purpose:
To ensure the accurate and timeous processing of credit notes and debtor transactions, maintain up-to-date customer accounts, and assist in the effective management of company cash flow by following up on outstanding amounts, resolving account discrepancies, and ensuring compliance with financial policies and procedures.

POSITION INFO:
REQUIREMENTS
Minimum education (essential):

• National Senior Certificate
• Tertiary qualification or certificate in Finance / Accounting (advantageous)

• 2 - 5 years’ experience in a Debtors Clerk or similar financial administrative role.
• Experience managing large debtor books or high-volume accounts (advantageous)

• Debtors account management and reconciliation
• Credit note processing and resolution of account discrepancies
• Customer query handling and communication with internal departments
• Experience working on Sage Evolution or similar ERP/accounting systems
• Exposure to credit control and debt collection processes
• Basic accounting knowledge and understanding of financial transactions
• Basic VAT knowledge and application in credit notes and invoicing.

• Strong numerical and analytical ability
• Excellent written and verbal communication skills
• High attention to detail and accuracy in processing financial data
• Proficiency in Microsoft Office (Excel and Word essential)
• Knowledge of Sage Evolution and SearchWorks (advantageous)
• Sound understanding of credit control principles and financial procedures
• Strong organizational and time management skills

• Proficient in Afrikaans and English
• Own transport and valid driver’s license
• Willingness to work overtime or extended hours during month-end

• Process all credit notes accurately according to return notes, short deliveries, and claims.
• Verify the validity of each credit request to ensure compliance with company policies.
• Maintain accurate records of all processed credit notes (electronic and manual).
• Identify and report irregularities or duplicate credit requests promptly.

• Maintain and update debtor accounts to ensure all transactions are recorded correctly.
• Reconcile customer accounts and investigate discrepancies or unmatched payments.
• Prepare and distribute monthly customer statements.
• Monitor accounts to ensure timely payments and escalate overdue accounts when required.

• Investigate and resolve customer credit and payment disputes efficiently.
• Liaise with sales, logistics, and branch admin teams to resolve account-related issues.
• Maintain professional communication and follow up on all outstanding queries.
• Ensure all resolutions are documented and processed within set deadlines.

• Provide fortnightly updates to departmental heads regarding credit note status and outstanding accounts.
• Ensure compliance with financial policies, internal controls, and company procedures.
• Assist during audits by supplying necessary debtor-related documentation.
• Safeguard confidentiality of all financial information.

• Collaborate with sales and admin teams to streamline credit note and debtor processes.
• Provide support during colleagues’ absence and contribute to team targets.
• Identify and propose process improvements to enhance debtor management.
• Maintain professionalism and a positive attitude aligned with company values.