We are looking for a meticulous Debtors Clerk to join our team and help maintain the stability and efficiency of our financial processes. In this role, youll handle customer receipts, invoicing, account reconciliation, and ensure prompt collection of outstanding payments. Your work will be crucial in ensuring accurate billing and managing overdue accounts. Youll be joining a highly energetic and passionate team thats dedicated to excellence, but also knows how to celebrate victories and have fun along the way. Our dynamic environment fosters collaboration, growth, and a strong sense of community. In this role you will be responsible for the following duties: 1. Contracts, Invoicing and Annuity Billing Verify and sign-off on the completeness and accuracy of customer enrolment contracts in conjunction with the sales and operations department. Assist with the calculation and negotiation of payment plans for customer contracts, changes in programmes and programme cancellations. Create and maintain accurate customer master account information on the financial system. Setup, maintain and process accurate annuity billing on the financial system for approved payment plans as per customer contracts and contract addendums. Generate and issue accurate and timely customer quotations (proforma invoices), customer invoices and credit notes. 2. Customer Receipts Setup, run and monitor customer debit order payments as per customer debit order mandate schedules. Record and allocate all payments received from customers, students, parents, or financiers accurately in the financial system (incl, bank, cash, credit card, debit orders, payment gateways, etc.). Monitor and follow-up on unallocated incoming customer payments to identify the source of monies received. 3. Account Reconciliation Reconcile individual customer accounts in the accounts receivable ledger and ensure all transactions are correctly accounted for. Identify and resolve discrepancies, issues and credit balances in respect of customer accounts in a timely manner. Prepare and record customer journals as and when required in the financial system. 4. Collections Prepare and send monthly accounts receivable statements to students or financiers. Facilitate payment of invoices due by sending payment reminders and contacting clients. Monitor and follow up on overdue accounts through phone calls, emails, and overdue account letters to ensure timely payments and chargebacks in accordance with company procedures. Alert superiors and relevant parties when debtors are unwilling or unable to pay, when necessary, as per company procedures Prepare, analyze and engage with overdue customer accounts as per customer age analysis reports to prioritize collection procedures. Prepare required documentation packs for hand-over of overdue accounts to external debt collection practitioners. 5. Customer Service Provide support and assistance to customers (including students, parents, and financiers regarding billing queries). Liaise with other departments, such as sales, student administration, campus principals to resolve any account-related issues. Perform periodic customer account verifications in accordance with agreed company procedures. Address any discrepancies or concerns with professionalism and efficiency. Create trust relationships with customers as far as possible to avoid future issues. Update customer account status regularly as per company procedures. 6. Reporting Prepare monthly customer aging reports for management. Prepare regular reports on the status of accounts receivable and outstanding debts for management. Assist in preparing customer collection forecasts for financial forecasts and budget reports. 7. Compliance and Administration Ensure that accounts receivable records comply with institutional policies and relevant financial regulations. Maintain organized and up-to-date records of all accounts receivable transactions and customer account activities. Assist with year-end preparation by providing necessary documentation for external audits. Comply with legislative requirements when legal action is unavoidable. Minimum Requirements for this position: Planning, administration and organising skills. Understanding of basic accounting principles. Solid knowledge of accounts receivable processes, including invoicing, credit and collection practices and legal regulations. Strong proficiency in Excel (particularly the use of formulas), Word, Outlook, etc. High degree of accuracy, proficiency in mathematical and financial calculations, attention to detail and analytical abilities. Excellent communication skills and ability to build positive relationships with internal and external stakeholders Excellent problem-solving, persuading and negotiation skills. Ability to work under pressure and meet deadlines, individually and within a team. Ability to prioritize tasks and manage time effectively, especially durin peak periods (e.g., registration, fee deadlines). Legal Requirements: Clear Criminal and Credit Check. Valid South African ID / Passport or Valid Work Permit. Valid and up to date drivers licence. Experience Required: 5 years working experience as a Debtors Clerk. Previous experience with Sage Evolution or similar accounting software will be beneficial. Previous Debtors experience within the Training/Education Sector will be beneficial. If youre ready to be part of a supportive team that works hard and enjoys success together, wed like to hear from you