Debtors and Contracts Administrator

SUMMARY:
The Debtors and Contract Administrator is responsible for managing the company's accounts receivable, customer contracts, service agreements, equipment rental contracts, and maintenance agreements. The role ensures accurate invoicing, efficient debt collection, contract compliance, and excellent customer service while supporting the financial health of the business. In the office automation industry, this includes managing copier rental agreements, printer service contracts, consumable billing, and recurring monthly invoices.

POSITION INFO:
Key Duties and Responsibilities Debtors Administration Maintain the debtors ledger and customer accounts. Generate and distribute monthly invoices for: Copier and printer rentals Managed print services Maintenance contracts Click charges (copy\/print volumes) Consumables Allocate customer payments accurately. Reconcile debtor accounts. Prepare and issue customer statements. Follow up on outstanding accounts via telephone and email. Resolve customer account queries promptly. Monitor overdue accounts and implement collection procedures. Prepare weekly and monthly age analysis reports. Escalate long outstanding accounts where necessary. Maintain accurate customer credit records. Assist with month-end debtor reconciliations. Support annual financial audits by providing debtor documentation. Contract Administration Prepare new customer contracts. Process contract renewals and amendments. Maintain electronic and physical contract records. Capture contract information on ERP or accounting systems. Ensure service contracts are billed according to agreed terms. Monitor contract expiry dates and notify sales teams of upcoming renewals. Verify pricing structures before billing. Ensure Service Level Agreements (SLAs) comply with company policies. Manage rental agreements and maintenance contracts. Process contract cancellations and upgrades. Maintain contract compliance documentation. Billing Administration Generate recurring monthly invoices. Verify meter readings for click billing. Process credit notes where authorised. Process debit notes when required. Ensure billing accuracy. Investigate billing discrepancies. Maintain invoice schedules. Assist with month-end billing processes. Customer Service Respond to customer billing and contract enquiries. Liaise with customers regarding payment arrangements. Build positive customer relationships. Coordinate with the Sales, Service and Finance departments. Ensure customer records remain current and accurate. Administration Maintain filing systems for contracts and financial documentation. Prepare reports for management. Capture data accurately into ERP\/accounting systems. Assist with audit requests. Maintain confidentiality of financial information. Perform general administrative duties as required. Required Qualifications Grade 12 (Matric) (essential). Diploma or Certificate in: Finance Accounting Bookkeeping Business Administration Office Administration (advantageous). Accounting or Credit Management qualification is beneficial. Experience Required 3-5 years' experience in: Debtors Administration Accounts Receivable Contract Administration Billing Administration Previous experience within: Office Automation Managed Print Services ICT Telecommunications Equipment Rental Technology industries (preferred). Experience with recurring contract billing is highly advantageous. Technical Skills Microsoft Office Suite (advanced Excel). Microsoft Word and Outlook. ERP\/accounting systems such as Sage Pastel, SAP, Xero or similar. CRM systems. Contract management software. Strong reconciliation skills. Data capturing accuracy. Report generation.