Debtors Clerk

Service Level Agreement (SLA) Template

Our client in the FMCG industry, based in Bellville, is seeking a detail oriented and reliable Debtors Clerk Assistant to join their administrative and finance team. This role is responsible for supporting front desk operations, debtors administration and sales related administrative functions, ensuring accurate record keeping and professional client interactions.

• Reception & Front Office Support
  • Answer and transfer incoming calls in a professional and friendly manner
  • Receive and assist visitors, ensuring a welcoming and professional front of house environment
  • Accurately receive messages and relay them to the appropriate staff members
  • Maintain a tidy and organised reception and office area at all times
  • Process cash sales at reception by issuing invoices and receipts and maintaining checkout records accurately
• Company & Administrative Support
  • Provide administrative support across departments as required, including cover during leave or absences
  • Assist with maintaining and updating company documentation and records in electronic and hard copy formats
  • Ensure documentation is accurate, approved, correctly filed, version controlled and audit ready
  • Support the creation, updating or revision of departmental procedures and work documents when requested
• Debtors Administration
  • Receive, verify and process debtor payments, ensuring amounts correspond with invoices
  • Issue receipts for cash payments and prepare payments for secure banking procedures
  • Accurately receive invoices from drivers, check log sheets and route documentation appropriately
  • Assist with weekly debtor follow ups by generating age analysis reports, contacting customers and issuing statements, reminders and feedback requests
  • Perform monthly debtor tasks, including rebate calculations and processing where applicable
  • Maintain accurate filing systems for invoices, credit notes and customer documentation
  • Provide ad hoc support to the debtors function, including responding to client account queries and documentation requests
• Debtors Sales Administration
  • Accurately take and confirm daily and standing customer orders telephonically
  • Prepare, check and distribute invoices, ensuring accuracy, completeness and timely processing
  • Assist with proforma invoices, collections and customer order coordination
  • Verify and check invoices against approved orders and highlight critical information
  • Download and process electronic orders where applicable
  • Communicate effectively with internal logistics and distribution teams regarding customer orders and delivery queries
• General Responsibilities
  • Reconcile and manage petty cash floats related to debtor transactions
  • Maintain clear handover notes for weekend or duty coverage
  • Uphold company values and demonstrate professionalism, accuracy, confidentiality and accountability at all times

• Matric certificate
• At least 3 years' experience in an admin / office / debtor's position
• Own transport with a valid driver's license
• Proficient in MS Office, specifically Outlook, Word and Excel
• Sage Pastel experience will be an advantage
• Strong attention to detail and perform tasks accurately
• Strong communication skills in Afrikaans and English (both written and verbal)
• Excellent telephone etiquette
• Must be able to prioritise and multitask
• Professional and organised