Junior Accounts-Debtors & Creditors

We are committed to excellence in our service delivery of our core products as well as the back-office support we offer which includes the way we handle our accounts, both Debtors and Creditors. This role plays a crucial role in achieving the best possible outcome for the company as well as best service to our clients and maintaining a good relationship and reputation with our suppliers.

Job Purpose:

The Accounts Clerk (Debtors and Creditors) will be responsible for managing and maintaining accurate records for both accounts receivable (debtors) and accounts payable (creditors). The role will involve handling all aspects of accounts receivables, payments, collections, and reconciliations to ensure timely and accurate processing of financial transactions.

Objectives of this role:

• Integrity – Job requires being honest and ethical.

• Dependability - Job requires being reliable, responsible, and dependable in fulfilling obligations.

• Commitment – Demonstrating a commitment to meeting deadlines by working late or starting early when necessary.

• Highly Organised with the ability to manage and prioritize multiple tasks.

• Attention to detail – This role requires being able to identify and investigate any discrepancies or irregularities promptly. Checks and reconciliations of accounts need to be done regularly to maintain accuracy.

Key Responsibilities:

Debtors (Accounts Receivable):

Invoices and Statements:

• Prepare and send weekly/ monthly statements ensuring accuracy based on Terms and credit limits granted.

• Ensure POD’s are sent promptly and that any discrepancies or issues are addressed in a timely manner.

• Payment Collection:

• Monitor customer accounts for outstanding balances and follow up on overdue payments.

• Contact clients for payment reminders and resolve payment disputes professionally and efficiently.

• Reconciliation:

• Reconcile customer accounts regularly to ensure all transactions are accurately recorded.

• Resolve any discrepancies between customer payments and invoices.

Record Keeping:

• Maintain an organized and up-to-date record of all debtor transactions, including receipts and payment history.

• Process credit notes and adjustments as needed.

• Reporting:

• Prepare aged debtor reports for management review.

• Assist in the preparation of monthly financial reports, highlighting overdue accounts.

Customer Support:

• Address customer inquiries regarding invoices, account balances, and payment terms.

• Build and maintain strong relationships with customers to encourage timely payments.

Credit Control:

• AR credit vetting – follow the company process for onboarding new clients

• Load AR Accounts and maintain client database on the ERP Accounting systems.

• Prepare client Credit Authorisation letters

Creditors (Accounts Payable):

Invoice Processing:

• Receive and verify supplier invoices, ensuring they match purchase orders and delivery receipts.

• Enter invoices into the accounting system in a timely and accurate manner.

Payment Processing:

• Ensure that payments to suppliers are made in accordance with agreed-upon terms, managing payment schedules to avoid late fees.

• Prepare payment schedules

Supplier Reconciliation:

• Reconcile supplier statements to ensure accuracy and resolve any discrepancies.

• Communicate with suppliers regarding missing or incorrect invoices.

Record Keeping:

• Maintain accurate records of all account’s payable transactions, including invoices, payment receipts, and credit notes.

Expense Management:

• Assist in managing and tracking company expenses, ensuring compliance with the company’s financial policies and procedures.

Reporting:

• Assist with preparing aged creditor reports and other financial reports related to accounts payable.

• Provide accurate reports for management on payment schedules and cash flow.

Credit Control:

• Complete Supplier / Vendor Credit applications in preparation for Director signing and submission

• Load AP accounts and maintain supplier database on the ERP Accounting systems

General Responsibilities:

Month-End and Year-End Closing:

• Assist in month-end and year-end accounting processes, ensuring that all transactions are accurately recorded.

• Provide necessary documentation and reports to support audits and internal reviews.

Compliance:

• Ensure compliance with company policies, accounting standards, and tax regulations in all debtor and creditor processes.

Cross-Department Collaboration:

• Collaborate with other departments (sales, procurement, etc.) to resolve any issues related to accounts receivable and payable.

• Assist in maintaining effective communication between finance and other departments regarding financial matters.

Administrative Support:

• Provide general administrative support to the finance department as required, including filing, scanning, and record-keeping.

• Update and Maintain Asset records (Vehicles etc) including but not limited to Insurance policies and schedules.

Requirements for Role:

Relevant Accounting Qualification (Advantageous):

• Diploma or degree in Accounting, Finance, or related field.

• Alternatively, courses or certifications in bookkeeping or finance management.

Experience in Debtors and Creditors Management:

• At least 1-2 years of experience in a similar role (debtors and creditors).

• Strong understanding of accounting principles and financial processes.

Proficiency in Accounting Software:

• Experience using accounting software such as Pastel, QuickBooks, Sage, or Palladium.

• Familiarity with Excel (advanced functions, VLOOKUP, pivot tables).

Strong Knowledge of Financial Procedures:

• Understanding of invoicing, payment terms, account reconciliations, and financial reporting.

• Knowledge of VAT and other applicable tax regulations.

Attention to Detail:

• High level of accuracy in data entry and financial reporting.

• Ability to spot errors and inconsistencies in accounts.

Excellent Communication Skills:

• Ability to communicate effectively with clients and suppliers regarding payment terms, outstanding balances, and queries.

• Written and verbal communication skills to draft professional correspondence.

Organizational and Time Management Skills:

• Ability to manage multiple accounts and deadlines simultaneously.

• Strong prioritization skills to handle urgent payment collections and reconcile accounts promptly.

Problem-Solving Skills:

• Ability to resolve discrepancies and deal with overdue accounts professionally.

• Ability to analyse financial data and identify trends or issues.

Customer Service Orientation:

• Experience in handling customer queries and providing excellent service to ensure timely payments.

• Professional approach to debt recovery.

Knowledge of Credit Control Procedures:

• Understanding of credit checks, assessing client creditworthiness, and managing bad debt.

• Ability to set up and enforce payment plans.

Ability to Work Independently and in a Team:

• Comfortable working independently to manage own portfolio of accounts.

• Ability to collaborate with internal teams (finance, sales, etc.) to ensure smooth financial operations.

Ethical and Confidential:

• Strong sense of integrity when dealing with sensitive financial information.

• Adherence to confidentiality policies and financial regulations.

Problem-Solving and Negotiation Skills:

• Ability to handle client disputes or issues, ensuring payment agreements are honoured.