Invoicing and Debtors Clerk

Job Purpose 

To ensure accurate and timely invoicing of customers, maintain the debtor's ledger, and facilitate the collection of outstanding accounts to optimise cash flow and minimise bad debts. 

Minimum Requirements

• Diploma or Certificate in Bookkeeping / Finance (advantageous).
• Minimum of 2-3 years experience in a similar role, preferably in a medium to large organisation.
• Experience with invoicing systems and accounting software (i.e. SYSPRO).
• Ability to work under pressure and meet deadlines.
• Proficient in MS Excel and other Microsoft Office applications.
• Knowledge of basic accounting principles and debt collection practices.

Key Performance Areas 

Invoicing:

• Extensive interdepartmental coordination between with sales and operations teams.
• Prior to invoicing verify payments terms and ensure adherence to these
• Generate and issue accurate invoices based on sales orders, delivery notes, or service agreements.
• Ensure all invoices comply with company policies and relevant tax regulations (e.g., VAT).
• Ensure invoices are submitted timeously to customers.

CGIC Credit Insurance:

• Apply for credit for using CGIC platform.
• Ensure all insured debtors are managed within CGIC policy terms.
• Assist in preparing documentation for CGIC claims in case of default.
• Maintain accurate records of CGIC-covered accounts and ensure timely updates.
• Attend monthly meetings and liaise with CGIC regarding credit limits, claims, and policy compliance.

  Debtors Management:

• Monitor and maintain the debtor's ledger, ensuring all transactions are recorded correctly.
• Reconcile customer accounts regularly to ensure accuracy.
• Follow up on outstanding invoices via phone, email, or formal correspondence.
• Investigate and resolve customer queries related to billing and payments

  Collections:

• Implement and manage collection strategies to ensure timely receipt of payments.
• Prepare and send monthly statements to customers.
• Escalate overdue accounts to the Financial Manager on a regular and timeous basis.

   Reporting:

• Prepare weekly and monthly aging reports of accounts receivable.
• Assist in preparing forecasts for expected cash inflows.
• Provide regular updates to management on debtor status and collection efforts.

    Compliance and Documentation:

• Ensure all debtor records are maintained in accordance with company policies and audit requirements.
• Assist with internal and external audits by providing necessary documentation.
• Maintain confidentiality and security of financial data.

N.B: By responding to this advert, you consent to Heitha Staffing Group processing your personal information for recruitment purposes and confirm that any personal information has been submitted voluntarily. Applicants will be requested to fill in and sign a POPI Act Consent Form.

To apply please send your detailed CV including tertiary qualifications certificates and membership certificate to consultant@heitha.co.za or intern2@heitha.co.za. You may call these numbers for more further enquiries i.e. 012 443 6459 or 061 521 2473 or 064 543 2497.

Only shortlisted candidates will be contacted. If you have not heard from us in 4 weeks, consider your application unsuccessful.