Debtors Clerk

About the position

Debtors Clerk 


Job Overview
Pine Timber Board Express is seeking a highly organised and detail-oriented Debtors Clerk to manage customer accounts, collections, credit insurance administration, and debtor reconciliations.
The successful candidate will play a key role in maintaining healthy cash flow by ensuring timely collections and accurate management of the debtors book.

Key Responsibilities
Debtors Administration

• Maintain and update the debtors ledger accurately
• Allocate customer payments daily
• Process credit notes and adjustments
• Reconcile customer accounts monthly and resolve discrepancies
• Prepare and distribute customer statements

Collections

• Follow up on overdue accounts via phone and email
• Ensure collections align with agreed credit terms
• Negotiate payment arrangements where required
• Escalate problematic accounts to management

Age Analysis Management

• Review age analysis weekly
• Monitor accounts exceeding credit terms
• Prepare reports on overdue balances
• Recommend accounts to be placed on hold

Credit Insurance (CGIC)

• Apply for and maintain credit limits with CGIC
• Submit turnover declarations and required reports
• Monitor policy compliance and insured limits
• Process bad debt claims where necessary

Reporting

• Prepare weekly and monthly debtors reports
• Report on:
  • Total debtors book
  • Current vs overdue balances
  • Collection progress
  • Accounts on hold
  • Insurance coverage
  
  

Customer Service

• Handle customer account queries professionally
• Work closely with sales and management to resolve payment issues
• Maintain strong customer relationships while enforcing credit control

Compliance & Risk

• Ensure adherence to company credit policies
• Verify supporting documents for credit applications
• Assist in reducing bad debts and improving cash flow

Minimum Requirements
Qualifications

• Matric (Grade 12) – Essential
• Certificate or Diploma in Accounting, Bookkeeping, Credit Management, or Debtors Control – Preferred

Experience

• 3–5 years’ experience as a Debtors Clerk or Credit Controller
• Strong collections and account management experience
• Experience managing aged debtor books
• Experience dealing with credit insurers (e.g., CGIC)
• Experience in timber, board, hardware, or building materials industry advantageous

Computer Skills

• Proficient in Microsoft Office
• Experience with accounting/ERP systems such as Sage or similar

Key Skills & Competencies

• Strong communication and negotiation skills
• High attention to detail and accuracy
• Ability to work under pressure and meet deadlines
• Strong analytical and problem-solving ability
• Assertive yet professional approach to collections
• High level of confidentiality and integrity

Key Performance Indicators (KPIs)

• Debtor days within company target
• Reduction in overdue balances (60/90/120 days)
• Collection success rate
• Accuracy of reconciliations
• Credit insurance utilisation (CGIC)
• Minimal bad debt write-offs

Salary

• Market-related salary (based on experience and qualifications)

We are committed to locating the ideal job for you, so we kindly advise against paying for this service. There are no costs associated with securing employment with us.

Desired Skills:

• debtors
• admin
• creditors