Position Title: Accounts Receivable Clerk

Job Introduction:

The main purpose of this position shall be but not limited to responding to basic client inquiries, looking after payment transactions to be upheld by our clients and other tasks related to maintaining the accounts receivable records.

PRINCIPLE ACCOUNTABILITIES

Manage income streams and outstanding payments

• Ensure that account and contact details are correct.
• Phone account related key contact individuals to facilitate payment.
• Call customers before suspension to remind of the need for payment.
• Follow up to ensure payment arrangements are honoured.

Suspend Overdue Accounts

• Check payment terms/clauses before suspension.
• Suspend accounts where no commitment of payment is received after calls to clients.
• Check to see whether banks are up to date before suspensions occur.
• Suspend services where there are failed debit orders.

Manage accounts and queries

• Respond to all emailed and telephonic queries received, seeing matters through to completion.
• Use past correspondence to track the history of a query to establish the correct person/s to
• speak to and to establish past actions taken so as not to frustrate clients
• Check invoices to see that clients have been invoiced correctly
• Ensure customer satisfaction with results.
• Ensure customer satisfaction
• Handle customer dissatisfaction Submit invoices that are applicable to certain debtors to the debtors.
• Follow the customer specific process for submission as requested by customer. (E.g. e-mail, online portal).
• Use the correct system for the correct debtor. (Mail system; portal or billing account).
• Perform any other work related duties and responsibilities that may be assigned from time-to-
• time by management

Schedule monthly payments

• Follow up on long outstanding debtors by discussing them with management for a decision on whether to follow legal steps or to consider issues as bad debt.
• Update management on the standing of outstanding monies, including feedback on collections.
• Reconcile the age analysis. Process clients who have given one months’ notice for cancellation

Credit control

• Collating, checking and allocating all invoices for products received and for services rendered by suppliers at the monthly deadlines set by Financial Executive.
• Processing authorized invoices falling within the required deadlines set by the Financial Executive.
• Reconciling all statements of creditors on a monthly basis prior to cheques / EFT being processed.
• Issuing all payments to said creditors accurately and timeously and accompanied by reconciliation.
• Maintaining an accurate and up to date filing system of records of all credit related matters.
• Photocopying documentation and reconciling General Ledger Accounts.
• Monitoring monthly settlements within terms
• Resolving price differences with the relevant

REQUIRED QUALIFICATIONS & EXPERIENCE 

• Grade 12 or relevant tertiary financial qualification will be an advantage.
• At least 2 years financial accounting experience with accounting programs and software experience e.g. SAGE Pastel Evolution as an added advantage.

REQUIRED KNOWLEDGE

• Knowledge of Accounting, bookkeeping and accounting principles and practices.
• Knowledge of accounts receivable processes.
• Knowledge of accounting systems.

REQUIRED SKILLS

MS Office Computer skills (Excel Advanced), Negotiations, Persuasiveness / Sales Ability, Numeric and Analytic, prioritization skills, Customer services relationships, Acting professionally, Sound communication skills (written and verbal), Language proficiency in both English and Afrikaans with a third language been an advantage

PERSONAL ATTRIBUTES 

Delivering strategy, Collaborating and Cooperating, Relationship Building, Highly disciplined and strong personality, Deadline driven, Delivering objectives, Ability to work independently and in a team, Should be willing to work after hours with as much as possible flexibility, Ability to work under pressure and Attention to detail.

Job Responsibility:

Principle Accountabilities

Manage income streams and outstanding payments

• Ensure that account and contact details are correct.

• Phone account-related key contact individuals to facilitate payment.

• Call customers before suspension to remind them of payment.

• Follow up to ensure payment arrangements are honoured.

Suspend Overdue Accounts

• Check payment terms/clauses before suspension.

• Suspend accounts where no commitment of payment is received after calls to clients.

• Check to see whether banks are up to date before suspensions occur.

• Suspend services where there are failed debit orders.

Manage accounts and queries

• Respond to all emailed and telephonic queries received, seeing matters through to completion.

• Use past correspondence to track the history of a query to establish the correct person/s to

• speak to and to establish past actions taken so as not to frustrate clients.

• Check invoices to see that clients have been invoiced correctly.

• Ensure customer satisfaction with results.

• Ensure customer satisfaction.

• Handle customer dissatisfaction Submit invoices that are applicable to certain debtors to the debtors.

• Follow the customer-specific process for submission as requested by the customer. (E.g. e-mail, online portal).

• Use the correct system for the correct debtor. (Mail system; portal or billing account).

• Perform any other work-related duties and responsibilities that may be assigned from time-to-time by management.

Schedule monthly payments

• Follow up on long outstanding debtors by discussing them with management for a decision on whether to follow legal steps or to consider issues as bad debt.

• Update management on the standing of outstanding monies, including feedback on collections.

• Reconcile the age analysis. Process clients who have given one month’s notice for cancellation.

Credit control

• Collating, checking, and allocating all invoices for products received and for services rendered by suppliers at the monthly deadlines set by the Financial Executive.

• Processing authorized invoices falling within the required deadlines set by the Financial Executive.

• Reconciling all statements of creditors on a monthly basis prior to cheques / EFTs being processed.

• Issuing all payments to said creditors accurately and timeously and accompanied by reconciliation.

• Maintaining an accurate and up-to-date filing system of records of all credit-related matters.

• Photocopying documentation and reconciling General Ledger Accounts.

• Monitoring monthly settlements within terms.

• Resolving price differences with the relevant.

The Ideal Candidate:

Required Qualification and Experience

• Grade 12 or relevant tertiary financial qualification will be an advantage.

• At least 2 years of financial accounting experience with accounting programs and software experience e.g. SAGE Pastel Evolution as an added advantage.

• Valid Police Code of Conduct not older than 6 months

Required Knowledge 

• Knowledge of Accounting, bookkeeping, and accounting principles and practices.

• Knowledge of accounts receivable processes.

• Knowledge of accounting systems

Required Skills

MS Office Computer skills (Excel Advanced), Negotiations, Persuasiveness / Sales Ability, Numeric and Analytic, prioritization skills, Customer service relationships, Acting professionally, Sound communication skills (written and verbal), Language proficiency in both English and Afrikaans with a third language an added advantage.

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