Position Overview

We are seeking a detail-oriented Debtors Clerk to manage the accounts for our luxury business across wholesale, online, and e-commerce platforms. This individual will take ownership of the debtors book and be accountable for aging, reconciliations, allocation of payments, and follow-ups on outstanding amounts. The role also includes responsibilities such as creating credit notes, verifying returns, and ensuring accurate payment allocation. A meticulous individual with a proactive approach to managing accounts and ensuring timely collections is essential, especially in a high-growth, multi-channel environment.

Key Responsibilities

Debtors Book Management

• Take full ownership of the debtors book, ensuring accurate and up-to-date records across wholesale, online, and e-commerce platforms.
• Manage the aging of accounts and prepare detailed reports for the Finance Manager.
• Monitor and manage overdue accounts, ensuring prompt follow-up on outstanding amounts.

Reconciliations & Allocations

• Perform reconciliations of customer accounts, ensuring accuracy and completeness.
• Allocate payments promptly and accurately across multiple banking platforms.
• Investigate and resolve discrepancies or queries related to payments or account balances.

Credit Notes & Returns

• Process and create credit notes for online and e-commerce platform customers.
• Verify returns and ensure they are accurately reflected in customer accounts.
• Manage end-to-end credit note processes to maintain account integrity.

Customer Relationships

• Build and maintain strong relationships with customers across wholesale, online, and e-commerce channels.
• Proactively address payment delays and negotiate resolutions to ensure timely collections.

Collaboration & Reporting

• Work closely with the Finance Manager and broader finance team to align on priorities and address risks.
• Prepare regular reports on debtors’ performance, highlighting key metrics and areas for improvement.
• Support audits and provide necessary documentation related to the debtors’ ledger.

Compliance & Process Improvement

• Ensure compliance with company policies and procedures, as well as relevant financial regulations.
• Identify opportunities for process improvements within the debtors’ function and implement efficiencies.

Qualifications & Requirements

Required education & Certifications:

• Diploma, higher certificate in Finance/Business/Accounting

Required experience:

• Minimum of 5 years in a debtors/accounts receivable role, ideally within a retail business with both wholesale and B2C customers.
• Experience with ERP systems, with preference for Odoo ERP.
• Customer engagement experience, with proven track record of resolving disputes.
• Familiarity with managing multi-currency accounts and international transactions.

Required skills:

• Exceptional attention to detail and accuracy.
• Strong proficiency in Microsoft Excel and financial reporting tools.
• Ability to work effectively under pressure in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Strong problem-solving skills with a proactive and solution-oriented mindset.

Attributes:

• Highly organized with an almost obsessive focus on detail.
• Self-motivated and accountable for outcomes.
• Comfortable working in an entrepreneurial, high-growth environment.
• Strong sense of integrity and confidentiality.

What We Offer

• Competitive salary and benefits package.
• Opportunity to work in a high-growth, entrepreneurial environment with exposure to both local and international markets.
• Autonomy and ownership of the debtors function, with the ability to directly impact the company’s financial performance.
• A dynamic and collaborative workplace culture that encourages innovation and continuous learning.