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1. Main Function of the Role

The primary responsibility of this role is to assist in collecting outstanding payments owed to the company, accurately post and allocate all daily payment receipts and cheques, and maintain organized and up-to-date debtors' records. The incumbent will also provide general administrative and clerical support to the finance team and ensure efficient and accurate handling of customer interactions.

 

2. Key Performance Areas

2.1 Office Administration

• Print daily transaction lists for POD filing and accurate cash-up recording.
• Accurately scan, file, and archive PODs, invoices, and other documents in a systematic and chronological manner.
• Retrieve and provide debtors’ PODs or other documents upon request.
• Assist with general clerical tasks, including photocopying, scanning, and collecting statutory documents.

2.2 Debtors Management

• Record daily payments accurately, including cash, COD, and bank statement transactions.
• Allocate receipts to invoices and follow up on outstanding proof of delivery documents.
• Ensure timely collection of overdue accounts and adherence to debtor terms.
• Send Final Demand Letters and hand over delinquent accounts to the legal department as per policy.
• Maintain an accurate and updated debtor on-hold system and reconcile accounts monthly.

2.3 Cash-Up and Banking Reconciliation

• Reconcile cash and credit card payments daily against POS system records.
• Process weekly and monthly bank reconciliations, ensuring accurate and timely reporting.
• Support the creditors' clerk with bank deposit slips and cash-in-transit documentation.

2.4 Customer Service and Reception Relief

• Answer incoming calls professionally, redirecting them to the appropriate staff members.
• Address customer queries promptly and direct visitors courteously.
• Record accurate and complete messages.

2.5 Cashier Relief

• Record sales invoices accurately and ensure payment aligns with goods picked or back-order lists.
• Handle cash and credit card payments securely, adhering to company policies.
• Perform regular cash drops to the safe when till cash exceeds company thresholds.

2.6 General Duties

• Participate in stock takes and assist external auditors during visits.
• Perform other duties as reasonably requested by management.
• Comply with health and safety regulations and maintain a positive team dynamic.

 

3. Qualifications and Experience

3.1 Minimum Educational Requirements:

• Grade 12 Certificate.

3.2 Minimum Tertiary Educational Requirements:

• Diploma in Accounting or a related field.

3.3 Experience Required:

• Minimum of 2 years of experience in a similar role and industry.

 

4. Skills and Attributes

4.1 Required Skills:

• Proficient in computer applications.
• Strong numeracy and English literacy skills.
• Problem-solving, planning, and organizational capabilities.

4.2 Required Knowledge:

• Familiarity with accounting terms and principles.
• Proficient in Sage accounting software.

4.3 Attributes and Traits:

• Dependable, detail-oriented, and honest.
• Decisive thinker with strong completion skills.
• Enthusiastic, proactive, and capable of building good interpersonal relationships

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