SUMMARY:
A Successful Dynamic Import and export company based in Cape Town CBD is looking for an energetic Senior Debtors Clerk to join their stable, successful finance team.

POSITION INFO:
A Successful Dynamic Import and export company based in Cape Town CBD is looking for an energetic Senior Debtors Clerk to join their stable, successful finance team.

Senior Debtors Administrator

Position Summary

Key Responsibilities

Debtors Administration

• Process and manage Rand and foreign currency invoicing.
• Process and allocate Rand and foreign currency receipts.
• Identify when invoicing is required and ensure invoices are issued promptly and accurately.
• Monitor debtor payment terms and follow up on outstanding accounts.
• Liaise with clients regarding payments, account queries, and supporting documentation requirements.
• Prepare and distribute debtor statements and maintain debtor spreadsheets.
• Monitor and resolve debtor-related queries in a timely manner.

Foreign Exchange Administration

• Administer foreign exchange transactions and related accounting processes.
• Process exchange variances on receipts and Foreign Exchange Contract (FEC) conversions.
• Reconcile foreign currency Customer Foreign Currency (CFC) accounts to ensure all receipts are accurately recorded.
• Maintain accurate records of all foreign currency transactions.

Reconciliations and Financial Controls

• Perform debtor account reconciliations and investigate discrepancies.
• Process debtor and creditor journal match-offs.
• Conduct stock reconciliations where required.
• Ensure strong internal controls and accuracy checks are maintained throughout all debtor processes.
• Review debtor balances regularly to ensure completeness and accuracy.

Reporting and Cash Flow Management

• Prepare debtor reports, analyses, and reviews for management.
• Coordinate and participate in debtor review meetings.
• Provide regular updates to the Finance Manager and Directors on debtor performance, collections, and outstanding balances.
• Contribute to effective cash flow management through prompt invoicing and collection activities.

Client and Interdepartmental Liaison

• Maintain professional relationships with clients and stakeholders.
• Liaise with the Logistics Department regarding dispatches, invoicing requirements, and operational matters affecting debtors.
• Develop a sound understanding of logistics operations to support the debtors function effectively.
• Assist clients with additional information and documentation requests.

Compliance and General Accounting

• Prepare and submit debtor insurance documentation.
• Assist with VAT201 return preparation and SARS correspondence.
• Support general accounting and finance administration functions.
• Assist with audit requests and compliance requirements.
• Resolve accounting and operational queries as they arise.

Minimum Requirements

Qualifications

• Diploma or Degree in Accounting, Finance, Bookkeeping, or a related field.
• Relevant accounting or credit management qualifications will be advantageous.

Experience

• Minimum 5 years' experience in debtors/accounts receivable administration.
• Proven experience managing foreign currency transactions and reconciliations.
• Experience working with Sage Accounting software. Pastel Evolution.
• Experience within a logistics, import/export, freight, or trading environment will be advantageous.

Technical Skills

• Strong knowledge of debtors, reconciliations, and cash flow management.
• Proficiency in Sage and Microsoft Excel.
• Understanding of foreign exchange processes and FEC administration.
• Knowledge of VAT and SARS-related processes.
• Strong analytical and problem-solving abilities.

Key Attributes

• High level of accuracy and attention to detail.
• Strong reconciliation and analytical skills.
• Excellent time management and organisational abilities.
• Deadline-driven with the ability to prioritise effectively.
• Efficient response times and proactive follow-up.
• Strong verbal and written communication skills across all levels of the organisation.
• Professional client-facing approach.
• Flexible and adaptable in a fast-paced environment.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

• Timely and accurate invoicing of all customer transactions.
• Achievement of debtor collection targets and reduction of overdue accounts.
• Effective cash flow management through prompt collection of outstanding balances.
• Accuracy and completion of debtor reconciliations and reporting.
• Resolution of debtor queries within agreed timeframes.
• Maintenance of strong internal controls and compliance standards.
• Professional and effective client relationship management.
• Accurate processing of foreign exchange transactions and reconciliations.
• Timely submission of debtor insurance and VAT-related requirements.