Debtors Administrator

Job Title: Debtors Administrator
Salary: R363 216.09 Cost to Company, per annum
Location: Head Office: Pretoria
Reporting Line: Manager – Finance
Overall Job Purpose: Provide debtor administrative function to the Council for Geoscience.


  • Receive invoice requisition forms and register requisition in the invoice register
  • Obtain invoice number and capture all relevant documentation
  • Check all documents attached to invoice requisition (Quote, PO, Job sheet, POP)
  • All invoices and PO numbers of the Lab invoices captured on Accpac must be entered on the Starlims system
  • Print AR Invoices after posting and attach to invoice requisitions
  • Issue credit applications forms to prospective clients on request
  • Check debtors’ credit application forms and ensure all details are correct and company documents are attached
  • Generate monthly statements and collect outstanding debts
  • Print daily bank statements and identify all credits on bank statement
  • Capture bank statements weekly on Cashbook correctly and on-time
  • Process debtor account adjustments or unapplied invoices on Accpac
  • Liaise with Nedbank and units to identify unallocated money on GL
  • Identified unallocated money must be captured in cashbook monthly
  • Compile Weekly Age Analysis Report on over 60 days accounts
  • Send final demand letters to debtors over 60 days overdue
  • Compile monthly reconciliation of Age Analysis and Trail balance
  • Compile Debtors Age Analysis for bad debt identification
  • Complete vendor applications with all documents attached as and when required
  • Obtain all requisite authorization from relevant Managers, Executive Managers and the CEO office
  • Accurate, relevant, reliable and timeous provision of financial information
  • Compliance with CGS financial policies and procedures, PFMA, Treasury regulations, GAAP, IFRS
  • Perform month-end and year-end debt accounts closure processes
  • Ensure a filing system that is easily accessible and effective for ease of document tracking and retrieval
  • Proper upkeep of debtor files (invoices, credit notes, unallocated batches etc.)
  • Maintain debtor files (invoices, credit notes, unallocated batches etc.)
  • Maintain debtors’ function preprinted stationery
  • Maintain a filing system of all correspondences and documentation relating to Debtors Account
  • Ensure that controls supporting Debtors’ Account are adhered to at all times
  • Assist with the maintenance and update of Standard Operating Procedures  as and when required
  • Report on discrepancies between documents to be filed and transactions processed on the accounting system
  • Maintain an audit trail tracking the Debtors Account processing progress
  • Adherence to Good Accounting Practices within the area of responsibility
  • Ensure that queries are resolved within finance unit and report to operations and other support functions
  • Assist the internal and external Auditors with queries of the Creditors department
  • Communicate with client creditors department to address inquiries and resolve any arising issues
  • Compile and submit own Personal Development Plan
  • Participates in relevant and application training courses, workshops etc. as needed/directed
  • Contribute to the knowledge exchange or sharing activities


  • Must be trustworthy, have integrity and honesty
  • Must have aptitude for figures
  • Must be accurate when dealing with information.
  • Must be able to take the initiative
  • Must be a self-starter
  • Must have leadership or supervisory skills
  • Must be assertive and self-motivated
  • Team player, ability to work as part of a team
  • Organized and deadline driven must have the ability to meet deadlines
  • Customer-service orientated
  • Professional/Excellent communication and organizational skills
  • Must be friendly.



  • A National Diploma in Accounting/Finance
  • Must have five (5) years or more debtors accounting experience in the service industry.
  • Computer literate.
  • Proficient with AccPac or equivalent financial system.
  • Must have Excel at mastery level.
  • Good knowledge of MS Word.
  • Ensure Stake Holder Centred Performance.
  • Ensure Execution and Achieve Results.
  • Ensure Improvement.
  • Good communication Skills.
  • Sound financial administrative skills.
  • Understanding of PFMA, Treasury regulations and CGS policies.

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