Job Title: Debtors Clerk

Department: Finance / Accounts Reports To: Finance Manager / Accountant Location: [Insert Location]

Job Purpose

The Debtors Clerk is responsible for the accurate and timely administration of customer accounts, including invoicing, processing payments, allocating receipts, monitoring outstanding balances, and following up on overdue accounts. The role ensures that the company maintains an accurate debtors ledger and that customer accounts are managed effectively.

Key Responsibilities

• Process and issue customer invoices and credit notes accurately and on time.

• Capture and allocate customer payments to the correct accounts.

• Maintain accurate and up-to-date customer account records.

• Reconcile customer accounts and investigate discrepancies.

• Monitor outstanding and overdue balances.

• Conduct regular follow-ups with customers regarding overdue payments.

• Prepare and send customer statements and payment reminders.

• Handle customer account queries and resolve billing or payment discrepancies.

• Assist with credit control and collection activities.

• Maintain supporting documentation for all transactions.

• Prepare debtors ageing reports and other accounts receivable reports.

• Assist with month-end and year-end debtors reconciliations and reporting.

• Ensure compliance with company financial policies and procedures.

• Maintain confidentiality of customer and financial information.

• Perform general administrative duties within the finance department as required.

Minimum Requirements

• Grade 12 / Matric.

• A certificate, diploma, or relevant qualification in Accounting or Finance is advantageous.

• 1–3 years' experience in debtors/accounts receivable or a similar finance role.

• Experience with accounting software and Microsoft Excel.

• Good numerical and reconciliation skills.

• Strong attention to detail and accuracy.

• Good written and verbal communication skills.

• Ability to work independently and meet deadlines.

Key Competencies

• Accuracy and attention to detail.

• Strong organisational and time-management skills.

• Customer service orientation.

• Problem-solving and analytical ability.

• Professional communication skills.

• Ability to handle confidential information.

• Ability to work under pressure.

• Good teamwork and interpersonal skills.

• Strong follow-up and collection skills.

Key Performance Areas

• Accurate and timely invoicing.

• Effective allocation and reconciliation of receipts.

• Reduction and control of overdue accounts.

• Accurate maintenance of the debtors ledger.

• Timely resolution of customer queries.

• Completion of monthly reconciliations and reporting.

• Compliance with internal finance procedures.

Working Relationships

Internal: Finance Manager, Accountant, Creditors Clerk, Sales Department, Operations and Management. External: Customers, suppliers/service providers where applicable, and other relevant stakeholders.