Debtors Clerk - Epping, South Africa - Overseas Administration Management

Thabo Mthembu

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Thabo Mthembu

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We are looking for a reliable and self - driven Debt Collector to join our team in Epping - Cape Town

  • Collect outstanding debts from our clients and achieve collection target to ensure positive cash flow.
  • Timeous processing of invoices when all supporting documents are in place.
  • Maintain debtor's book to ensure that the debt status is accurate and latest.
  • Ensure that invoices and debtors statements are mailed/couriered to correct addresses, as per client contract requirement for supplier invoicing
  • Timeous printing of debtors statements.
  • Confirm with customers that they are in possession of all the relevant documentation.
  • Develop reports on aged debt accounts and days sales outstanding (DSO) reports, solve outstanding debtor's queries without delay.
  • Monitor slow moving accounts to identify delinquent debts and take necessary action to recover the debts, address with Division Head if needed.
  • Submit Credit Note Application with all required documentation, for authorization/signatures.
  • Timeous processing of Credit Notes, ensure that the Credit Notes are properly filed with all supporting transactions attached.
  • Timeous processing of receipts on Bank account to customer accounts, receiving, banking and processing of cash payments on a weekly basis to customer accounts.
  • Follow up on outstanding debtors according to due date of invoice on a daily basis.
  • Offer 24 x 7 services to customers in prompt and accurate manner.
  • Post customers' check and ensure timely credit transfer.
  • Review collection queue to perform collection activities accordingly.
  • Adhere to customer policies and procedures.
  • Close a specific number of collection accounts each month to meet assigned target.
  • Contact debtors and implement repayment schedules and terms.
  • Assist the company to take legal action against debtors by providing necessary information.
  • Maintain security and confidentiality of company and customer information.
  • Follow legal requirements during debt collections to avoid legal issues.


  • Export detail after Month End into Excel and compile report as per standard set, to be submitted first week after Month End.
  • Reporting checks for division.
  • Export Age Analyses after Month-End and draw up Excel summary of the amounts overdue.
  • Update Excel summary on daily basis as per Age Analysis and latest debtor's collection information.
  • Ensure that Housekeeping is done on a weekly basis and that all payments received are allocated to the correct invoices/client.
  • Assist the Division Head on adhoc tasks as per deadlines and work scope given by Division Head.

Competence Requirements

  • Attention to detail and ensure accuracy
  • Computer literate
    :ERP System and Excel is very important(MS Office, Excel):
  • Strong analytical and numerical skills
  • Experience in working with targets and strictly tight deadline driven.
  • Selfmotivated and output driven
  • Knowledge of relevant legal requirements.
  • Systems orientated
  • Good negotiation and persuasion skills.
  • Excellent communication and people skills(written and spoken)
  • Ability to be polite and compassionate without lacking confidence
  • Be able to cope under pressure
  • Planning, coordinating and prioritizing

Qualifications and experience required

  • Matric (Grade 12)
  • Minimum of 3 years' experience in debtors (local and foreign) invoicing/statements and debtors collection.
  • Previous experience on ERP System

Job Types:
Full-time, Permanent

COVID-19 considerations:

COVID-19 considerations:
REGULAR Sanitising
Strict Mask-Wearing
Social Distancing practiced
Very strict protocols for monitoring of symptoms


  • Certificate (preferred)


- debtors (local, foreign) invoicing/debtors collection: 3 years (preferred)

  • Previous on ERP Systems: 2 years (preferred)

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