Processing Clerk

Job Summary

The Processing Clerk is responsible for providing accurate and timely financial administration and processing support within the Finance Department. The role is responsible for the day-to-day processing and administration of debtors, creditors, cashbook and company credit card transactions.

The position plays an important role in maintaining accurate financial records, ensuring that transactions are correctly captured and allocated, supporting reconciliations, following up on outstanding accounts and queries, and assisting the Finance team with the smooth and efficient operation of the accounting function.

The ideal candidate will be highly organised, detail-oriented and numerically accurate, with the ability to manage multiple transactions and deadlines while maintaining confidentiality and acuracy.

• Process and accurately capture customer invoices, credit notes and other debtor-related transactions.
• Ensure all debtor transactions are correctly allocated to the relevant customer accounts.
• Verify supporting documentation before processing transactions.
• Maintain accurate and up-to-date debtor records.
• Assist with the allocation and matching of customer payments received.
• Identify discrepancies and escalating unresolved issues to the relevant Finance team member.
• Assist with month-end debtor processing and reporting.
• Ensure all processing is completed accurately and within required deadlines.

• Prepare and distribute customer statements on a monthly basis or as required.
• Ensure statements accurately reflect outstanding balances and transactions.
• Respond to customer requests for statements and account information.
• Review debtor accounts for discrepancies before statements are issued.
• Ensure statements are sent to the correct customer contacts.
• Maintain proper records of statements issued and follow-ups conducted.

• Assist with the collection of outstanding customer balances.
• Follow up with customers regarding overdue accounts and outstanding payments.
• Maintain accurate records of collection activities and customer responses.
• Send payment reminders and supporting documentation where required.
• Escalate overdue or disputed accounts to the relevant Finance Manager or Financial Accountant.
• Assist with monitoring the debtors ageing report.
• Identify long-outstanding balances and bring these to the attention of management.
• Maintain professional and courteous communication with customers at all times.

• Process supplier invoices, credit notes and other creditor-related transactions accurately and timeously.
• Verify invoices against supporting documentation and applicable approvals.
• Ensure invoices are correctly allocated to the relevant supplier accounts, cost centres and/or general ledger accounts.
• Capture supplier payments and maintain accurate creditor records.
• Check invoices for duplication, incorrect amounts or missing information.
• Assist with the preparation of creditor payment runs.
• Ensure supplier invoices are processed within agreed deadlines.
• Maintain accurate and complete creditor documentation.

• Assist with the preparation of monthly supplier reconciliations.
• Reconcile supplier statements to the accounting system.
• Identify outstanding invoices, credits, payments and reconciling items.
• Investigate and resolve discrepancies where possible.
• Follow up on missing invoices, credit notes and supporting documentation.
• Ensure reconciling items are appropriately documented and escalated where necessary.
• Maintain proper records of completed reconciliations for review and audit purposes.

• Respond to supplier queries relating to invoices, payments, account…