HOD: Cashbook & Debtors (REF: AR0089) (Undisclosed Cost to Company Salary) – Claremont, Western Cape

Job Overview

Our client a leading entity in the property industry is looking for a Head of Department : Cashbook & Debtors to join their team.

Duties include but are not limited to the following:


Management of all once off payments are made on time as per procedure

Management of the monthly Recurring payment schedule, that all invoices have been received from suppliers and payment requests have been made as per the procedure

Review monthly recurring payment schedule for accuracy and completeness of payments

Ensure and manage that all bank reconciliations are up to date as per due dates, and the monthly processes are being completed by staff as per the procedure

Ensure correct allocation of payments by using the Chart of accounts prepared by the Bookkeepers

Capturing of deposits/receipts and payments to correct accounts, based on the correct referencing used by clients

Daily capturing of the receipts are processed correctly byway of an upload to the accounting system

Develop, implement and maintain systems, procedures and policies to ensure adherence to company guidelines. Revise and implement policies and procedures currently in place and update as the need arises

Ensure all queries are concluded on a daily basis and escalation paths are introduced and monitored, within the agreed time frames

Perform competency tests for all staff to ensure staff are familiar and following standard departmental procedures.

Perform yearly performance reviews for staff

Daily reporting on all overdue payments to management by way of an online reporting form

Ensuring all emails are attended to and answered within the agreed time frame

Respond to all audit requirements and addressing findings


Ensure efficiencies and effectiveness of day-to-day accounts receivable function

Establish work standards, develop and maintain effective workflows and operating procedures

Management and ensuring that client queries are dealt with within 2 days, providing accurate advice on all queries

Undertake and review account reconciliations where required

Ensure management of all daily tasks and emails are cleared with correct responses via templates

Manage the debt collecting procedure is followed and debt is collected in the agreed time frame and managed by way of reviewing the ageanalysis on a daily, weekly, monthly basis as agreed with management

Review and submit all overdue clients to management on the daily report and steps followed to collect the debt

Ensure that all late paying clients receive the correct form of communication / letters when defaulting the terms of their contract/agreement/lease as per the procedure

Liaising with Legal team to hand over clients after the teams have sent out all notices as per the agreed procedures

Follow up with the Legal team on time frames given and ensure that the legal process is being followed until the full recovery of the debt

Attend and prepare for litigation meetings on a monthly basis and update records accordingly, chasing the attorneys where necessary

Implement and regularly review the various divisions debt recovery processes

Provide reporting to management as required, by completing an online reporting form

Review of system of internal controls and management and promotion of more effective management systems

Check that all customer adjustments are processed and have the relevant approvals as per the agreed procedure

Management of the Levy Clearance procedure, and ensuring the certificates are sent to the attorneys

Ensure Customer refunds are completed timeously as per the procedure

Ensure statements are sent to clients as per the agreed due date

Daily reporting to management on any overdue letters/statements, queries, by completing an online reporting form


Relevant Accounting qualification

Credit Management Level 3 advantageous


3-5 years team management experience

3-5 years experience in a debtors and cash books

Accounts payable and accounts receivable processes and bank reconciliations

Solid knowledge of the debtors function, bank reconciliations, and payment function


Computer literate (Google Docs)

Ability to work on Spreadsheets, filtering, calculating,formulas

Communication skills

Proven organisational skills

Able to perform under pressure

Manage and meet deadlines

Ability to manage multiple projects simultaneously

Responsible, accountable and dedicated

Good team management skills


Solid and positive references

Clear health record

Clear credit record

No criminal record

Desired Skills


Job Detail
  • Salary RangeMarket Related
  • Experience3 Years
  • QualificationAssociate Degree
  • AA/EENo