Debtors Clerk

Job Description

Managing the F&I Debtors Book

• Distribute monthly customer statements (Xpertek generated).
• Monitor daily banking (main bank account and F&I bank account).
• Allocate payments and non-payments to customer accounts accurately.
• Capture monthly interest on outstanding accounts.
• Manage monthly debit order scoping for local clients on Xpertek.
• Liaise with the treasury accountant for monthly debit order loading on Business Online.
• Manage arrear accounts and follow up on overdue balances.
• Communicate with relevant salespersons and clients regarding late payments and arrear amounts.
• Update and maintain departmental reports (arrear report, debtors age analysis, bounced payment reports) with current balances and feedback.
• Prepare and issue letters of demand.
• Perform risk analysis on debtors and prepare repossession client files.
• Compile and submit Sinosure reporting for accounts exceeding 60 days, including feedback submission.

Overall Debtors Book Management

• Ensure timely collection of all outstanding payments.
• Reconcile accounts and resolve discrepancies efficiently and professionally.
• Open and close customer accounts in line with credit limits and outstanding debt status.
• Maintain accurate records of all client interactions and transactions.
• Collaborate with the finance team to improve processes and ensure policy compliance.
• Implement effective credit control procedures to minimise bad debt.
• Build and maintain strong client relationships to ensure prompt payment.
• Assist with month-end and year-end debtor-related reporting requirements.

Credit Application Processing (Prospective Customers)

• Receive and review credit applications, ensuring all required supporting documents are obtained.
• Verify customer information for completeness and accuracy.
• Conduct credit checks via approved credit bureaus and perform reference checks.
• Evaluate customer financial stability, payment history, and credit risk profile.
• Assess the customer’s ability to meet payment obligations.
• Obtain approval for credit applications.
• Communicate application outcomes to customers.
• Assist with account creation for approved applicants.

Other Required Skills and Responsibilities

• Support management in a constructive manner and maintain strong internal departmental relationships.
• Strong understanding of credit control principles and accounts receivable processes.
• Ability to manage workload independently and efficiently.
• Maintain high standards of accuracy and work quality at all times.
• Strong analytical and problem-solving skills.
• Build effective internal and external relationships through clear communication.
• Participate in relevant training and development programmes.
• Contribute to the development of others’ knowledge and skills.
• Ensure compliance with all Health and Safety regulations.
• Adhere to company policies, procedures, and proper use of assets.
• Maintain good housekeeping and filing practices.
• Strong time management skills.

Minimum Requirements / Personal Attributes

• Diploma in Accounting or BCom Accounting Degree
• Minimum 5 years’ experience in a similar role
• Valid Code 8 driver’s licence
• SAP accounting system knowledge and experience
• Confident and proactive approach with ability to anticipate issues and requirements
• Strong team player
• Excellent communication and interpersonal skills