To manage the company's accounts receivable (debtors) and accounts payable (creditors) functions by ensuring accurate processing of invoices, timely collections, supplier payments, reconciliations, and maintaining complete financial records in accordance with company policies and accounting standards.

Key Responsibilities

Debtors (Accounts Receivable)

• Generate and issue customer invoices and statements.
  
• Maintain accurate debtor accounts and customer records.
  
• Follow up on outstanding payments and overdue accounts.
  
• Allocate customer payments accurately.
  
• Reconcile customer accounts and resolve discrepancies.
  
• Prepare weekly and monthly aged debtor reports.
  
• Liaise with customers regarding account queries.
  
• Escalate long outstanding accounts where necessary.
  
• Assist in improving debtor collection processes and cash flow.
  

Creditors (Accounts Payable)

• Capture and process supplier invoices accurately.
  
• Verify invoices against purchase orders and supporting documentation.
  
• Reconcile supplier statements monthly.
  
• Prepare supplier payment schedules.
  
• Ensure suppliers are paid within agreed payment terms.
  
• Resolve supplier queries promptly.
  
• Maintain accurate creditor records.
  
• Monitor outstanding supplier balances.
  

Financial Administration

• Perform bank reconciliations where required.
  
• Assist with month-end and year-end financial processes.
  
• Maintain filing of financial documentation.
  
• Prepare journals where required.
  
• Assist during internal and external audits.
  
• Ensure compliance with company financial policies and procedures.
  
• Support the Finance Manager with ad hoc finance-related duties.

Key Performance Indicators (KPIs)

• Debtor collection within agreed payment terms.
  
• Accuracy of debtor and creditor reconciliations.
  
• Timely processing of supplier invoices.
  
• Reduction in overdue debtor balances.
  
• Timely supplier payments.
  
• Accurate month-end reporting.
  
• Minimal payment errors and duplicate payments.
  
• Compliance with financial controls and audit requirements.
  

Requirements

Minimum Qualifications

• Grade 12 (Matric).
  
• National Diploma or Certificate in Accounting, Finance, Bookkeeping, or a related field (advantageous).

Experience

• 2–5 years' experience in a Debtors and Creditors Clerk or similar finance role.
  
• Experience working with accounting software (e.g., Sage, Xero, QuickBooks, Zoho Books, Pastel, SAP, or Microsoft Dynamics).
  
• Experience processing high volumes of invoices and reconciliations.

Technical Skills

• Accounts Receivable and Accounts Payable.
  
• Bank and account reconciliations.
  
• Microsoft Excel (Intermediate to Advanced).
  
• Financial reporting.
  
• Invoice processing.
  
• Credit control.
  
• Bookkeeping principles.
  
• Accounting software proficiency.

Competencies

• Strong numerical and analytical skills.
  
• Excellent attention to detail.
  
• High level of accuracy.
  
• Strong organizational and time management skills.
  
• Good communication and negotiation skills.
  
• Ability to work under pressure and meet deadlines.
  
• Problem-solving ability.
  
• Confidentiality and integrity.
  
• Customer service orientation.

Key Relationships

• Finance Manager
  
• Financial Controller
  
• Suppliers
  
• Customers
  
• Procurement Department
  
• Sales Department
  
• Management Team

Working Conditions

• Office-based role.
  
• Standard business hours with occasional overtime during month-end or financial year-end.

Success in the Role

A successful Debtors and Creditors Clerk ensures that customer payments are collected promptly, supplier obligations are met on time, financial records remain accurate, and the organisation maintains healthy cash flow while complying with internal controls and financial policies.