Debtors Admin Clerk

Overview

Position:                              Debtors Admin Clerk

Salary:                                  Market related

Location:                             Sandton, Johannesburg

Job type:                             Permanent

Industry:                              Information Technology

Reference Number:          CWR.DAC.IS.17092024

COMPANY DESCRIPTION:

Our client is a multi-vendor, value-added solutions provider with branches in Johannesburg, Durban and Cape Town offering Managed IT Services. They are looking for a Debtors Admin Clerk to join their branch in Sandton, Johannesburg.

JOB DESCRIPTION:

• To ensure that all legal documents are up to company standards, filed and locked away
• To ensure that customers do not exceed their credit limits
• To gather and feed info to credit controllers that will assist in allocating payments daily
• To control and supply Invoices / Purchase Orders
• To Control /Administer/ Reconcile COD Accounts
• To assist the Credit Manager on request

MAIN DUTIES & RESPONSIBILITIES:

• Ensure that the customer base is kept up to date at all times
• Update all customer details daily and ensure that contact person name and telephone number is updated with the latest information on hand
• Company, directors and address details may only be changed if received in writing on a Co. letter head
• Full responsibility/accountability for Customer Master Maintenance

Opening New Accounts

• New accounts always take preference and must be opened within 3 hours provided all required info have been received
• Original credit application form must be completed in full
• Print credit bureau report for all applicants
• Request a bank code via the bank or credit bureau
• Minimum of 3 trade references must be contacted for all new applicants
• Capture onto system once authorised
• Fax letter to confirm our payment terms, credit limit granted, our banking details, the customer account number and to introduce the credit controller dealing with their accounts
• List on Excel spreadsheet to update sales staff

Review Credit Limits

• When the credit limit granted to a customer becomes insufficient
• Temporally Credit Limits letters to customer /Trade Shield
• Complete credit limit review application form to motivate increase
• Once approved by authorized signatory, send letter to customer advising them of their new credit limit.
• Only increase limit once signed and returned by customer
• Attach letter to existing credit application form
• Obtain security/sureties if requested by Credit manager
• Update old credit application with “credit masters” form
• Customers must be contacted, and payment of the unpaid amounts must be arranged
• The customer account must be debited and the replacement with an eft payment deposited separately
• Place account on hold – COD only

Daily

• Respond to unpaid customers according to the correct procedures.
• Maintain accounts by updating the master file with all the latest information
• Opening of new accounts
• Re-assess credit limits
• Hand-over/follow up on the legal collection process when debtors default.
• E-mail unallocated cash figures to CM/Credit Controllers

Weekly

• Debtors’ books to CM on Thursday at 10.00
• Overdue accounts placed on hold follow up with reps

Monthly

• Participate in the month end process
• Print statements by the 1st day of the new month and /e-mail or hand deliver to customers by the 2nd day
• Meet with sales reps and branch manager to discuss outstanding credit applications
• Ensure general day to day running of the department

Legal

• All legal accounts must be signed by CM, FM and BM.
• Customer file must be moved to legal section in filing cabinet.
• Legal accounts must be followed up and progress report must be filed in legal file

Release of sales orders

• Sales orders may only be released by Credit Controllers once procedures have been followed
• Admin Clerk to release COD orders only

Hand delivered invoices

• Invoices delivered with a statement at month end must be printed weekly and be ready to accompany the statement by the 2nd working day of the new month
• Follow up with branches to ensure that their hand deliveries for JHB customers are received timorously
• Customer list as per annexure A.  This annexure can be updated by CM as and when required

Unallocated cash report

• Unallocated cash reports must be imported onto Excel daily
• All unidentified deposits must be followed up with the bank
• Info obtained must be fed to the Credit controllers
• An E-mail must be sent if the credit controller is based at another branch

COD Accounts

• Full responsibility of COD accounts
• Authorize and control of A/R numbers
• Allocation of COD payments daily
• Reconcile Cod Acc (copy Credit manager/National Sales manager-Solutions) weekly
• Follow up payments
• Physical Audit of CODs at Collection Counter
• Spreadsheet of outstanding to CM / SM / Internals / Telesales

EDUCATIONAL REQUIREMENTS:

• Grade 12
• Financial related qualification will be advantageous

EXPERIENCE AND SKILLS REQUIRED:

• 3 – 5 Years working experience in a similar position
• Figure / financially orientation
• Computer literate

TO APPLY FOR THE POSITION, PLEASE FOLLOW THE LINK BELOW:

https://www.careers-page.com/the-globevest-group-2/job/L7857975

POPIA

By Submitting your CV, you confirm that:

1. We may retain your personal information in our database for future matching.
2. We may contact you when suitable opportunities arise.
3. The information you have provided to us is true, correct and up to date.

We endeavour to reply to each and every application, however, should you not hear back from us within 14 days please consider your application unsuccessful.