Sales & Debtors Administrator (REF: KK275) (Market Related Company Salary) – Grabouw, Western Cape

Job Overview

Reporting to the Financial Controller, the successful candidate will be responsible for ensuring the smooth flow of orders received,providing an efficient and quality service with regards to sales administration and customer service, managing the company’s accounts receivable function,processing general ledger entries and reconciling accounts, whilst further assisting with HR administration and general office management.


Sales Administration:

Receive sales orders, raise it on ERP system and distribute to relevant parties

Co-ordinate and arrange collections and deliveries with Logistics Department

Receive Delivery Notes and Goods-Returned-Notes, process on ERP system and file in numerical sequence

Raise authorised invoices and credit notes

Ensure that all delivery notes are signed and filed in numerical sequence

Verify transport service providers’ invoices with processed invoices

Follow-up on all open sales orders

Update register of ad-hoc manual delivery notes to ensure that all delivery notes are invoiced

Monitor sales prices and margins, investigate discrepancies,and report back to manager as per deadline schedules

Ensure sales prices are updated timeously by relevant manager

Assist customers with any product queries or customer complaints timeously and in a professional manner

Accounts Receivable Management:

Obtain copy invoices/credit notes and make sure necessary administration is done

Allocate all receipts and credit notes daily

Follow-up any queries timeously and ensure feedback is given to the relevant persons

Calculate interest, discounts and other charges where applicable and request Invoices/Credit Notes

Open new accounts with authorisation of Financial Manager and Admin Manager. Obtain credit applications and maintain the Debtors system

Ensure that all new accounts have a completed, signed credit application and terms and conditions

Ensure the debtors information is up-to-date on the accounts receivable system and on file

Monitor credit limits and terms and ensure that accounts with outstanding balances are within agreed terms, monthly

Print age analysis weekly and follow up on outstanding overdue amounts

Maintain individual customer files with all relevant documentation

Obtain trade references for new credit applications.

Reconciliations, Journals and General Admin:

Reconcile General Ledger accounts

Prepare journals

Aid other Accounts/Administration staff

Assist with stock and documentation during the peak production season

Human Resources Administration:

Administer and maintain the leave register, training records, long service awards documentation and employee detail changes (e.g.births, deaths, medical aid, provident fund)

Maintain employee file for temporary employees (season contract, end of contract letter)

General Office Management

Manage and buy office supplies

Co-ordinate office equipment services and repairs.

Receive calls which have not been directed to a specific extension.


Completed B.Com degree (member of an accounting body beneficial).

Minimum 5 years’ experience in an equivalent capacity

Manufacturing industry experience an advantage

Exceptional computer skills (MS Excel; Navision)

Advanced numeracy skills

Ability to work independently

Good interpersonal and written/verbal communication skills

Willingness to work overtime at the discretion of direct manager

Own transport

Job Detail
  • Salary RangeMarket Related
  • Experience5 Years
  • QualificationBachelor Degree
  • AA/EENo