Debtors Clerk Wanted – Apply Now. Receipt incoming payments from customers daily;

Invoice customers for sales and rentals, only once a deposit payment has been made;

Create pro-forma invoices (off system) for customers if needed;

Maintain accurate accounting records, ensuring correct allocation of accounts;

Invoice all rentals for the month on the 20th of the month before and ensure these are emailed out (including statements) to customers as soon as possible;

Provide accounting and clerical support to the sales representatives;

Prepare and maintain accounting documents and records;

Reconcile ledger accounts in a timely manner;

Maintain the accounting system by performing regular clean ups of accounts and recurring invoices;

Research, track and restore accounting or documentation problems and discrepancies;

Ensure the bank accounts tie back to the accounting system balances to ensure accuracy of records;

File all documentation in a logical format, maintaining tidiness and ease of reference in the filing structure, ensuring all filing is labeled correctly;

Function in accordance with established standards, procedures and applicable laws.

DEBTORS ADMINISTRATION:

Ensure timely collection of rental and other payments;

Call debtors on a daily basis;

Make notes of debtors remarks and discuss payment terms and dates with non-payers;

Follow up with debtors on the day they said they would make payment, reminding them to make payment;

Bring to the attention of your supervisor difficult debtors and assist to call to follow up on payment from the debtors regularly;

Discuss with the respective sales representative regarding difficult debtors and discuss which debtors they are to issue 48 hour collection notices to;

MONTH END DUTIES:

Identify and reverse invoices which have been created but not paid for after 30 days from date created;

OFFICE MANAGEMENT:

Keep the office in a tidy and clean state by managing the employee tasked with cleaning the office;

Maintain sufficient stationery, cleaning products and tools necessary to run the office;

Task the employee who cleans the office to “spring” clean cupboards, fridge, microwave every so often;

Keep the office in a presentable state for customers;

Keep filing up to date and ensure all desks are kept in a presentable condition;

MARKETING:

Update the business Facebook page weekly. Get authorization from the sales representative before uploading any content for their area;

Help any walk in clients when Sales representatives are not in the office.

Help sales representatives doing quotes when they are unable to.