A Senior Debtor’s Clerk is required to collect all monies owed by customers timeously as per agreed terms and conditions between the company and dealers. They are required to maintain their age analysis daily, ensuring all queries are resolved swiftly not allowing queries to age unnecessarily. (Permanent role based in Johannesburg).
Duties and Responsibilities:
- Completing monthly remittances and reconciliations accurately and within departmental deadlines
- Pre-authorising credit notes in accordance with company policies and delegated authority
- Ensuring credit note allocations are processed daily to maintain accurate customer accounts and prevent month-end backlogs
- Processing customer payments accurately and timeously
- Ensuring all payment allocations are completed before the monthly statement run
- Identifying and communicating incorrect processing by other departments, ensuring issues are resolved before statement runs and that outstanding queries do not remain unresolved for longer than 30 days
- Verifying that each Dealer’s previous month’s closing balance agrees with the current month’s opening balance before statements are issued
- Preparing and distributing Dealer statements accurately and within agreed timelines
- Following up on disputed claims and ensuring payment is received from Dealers within agreed departmental turnaround times
- Validating Dealer claims and supporting documentation to ensure accuracy and compliance with company procedures
- Collating and reconciling all remittances for month-end processing in accordance with departmental deadlines
- Processing Dealer discounts, manual adjustments and discount allowed transactions, ensuring all reports are balanced and completed within required timeframes
- Monitoring unpaid invoices and proactively following up on overdue accounts, particularly invoices exceeding agreed payment terms
- Maintaining the unpaid invoice schedule, ensuring reasons for non-payment are accurate, valid and supported by appropriate documentation
- Requesting, obtaining and monitoring proof of delivery (POD) documentation, following up until all outstanding PODs are received
- Ensuring invoices supported by received proof of delivery (POD) documentation are included on Dealer remittance advice
- Liaising with Dealers regarding outstanding payments, overdue balances and account queries to ensure timely collections
- Investigating, troubleshooting and resolving internal and external customer queries promptly and professionally
- Maintaining and analysing the debtor age analysis, reporting on overdue accounts and recommending appropriate collection actions
- Reviewing the monthly age analysis and trial balance, investigating variances and reporting deviations to Management
- Escalating unresolved or high-risk account issues to the Supervisor or Manager in accordance with the escalation process
- Assisting the Supervisor with ad hoc tasks and projects to support departmental objectives
- Working collaboratively with team members, providing assistance where required to ensure operational efficiency
- Taking ownership of personal learning and professional development to enhance job knowledge and performance
- Adhering to all company policies, procedures, financial controls and governance requirements
Minimum Requirements:
- Degree in Accounting or Financial Management
- At least 2 years experience as a Senior Debtors Clerk
- Strong understanding of accounting principles
- Intermediate Excel skills
- Strong data entry skills
- Customer service orientation and negotiation skills