Gauteng: Debtors Supervisor posted by Ultra Personnel

Job Purpose:

To fully manage and supervise the Debtors / Accounts Receivable function across private, public sector, and export customers, ensuring accurate billing, effective collections, reduced debtor days, timely resolution of customer queries, and strict adherence to credit policies to optimize cash flow and minimize bad debt. while maintaining compliance with company policies and strong customer relationships.  You will manage government, hospital and institutional debtor accounts.

The role is hands-on and requires full operational involvement, strong leadership, and professional engagement with customers and internal stakeholders.

Key Job Outputs:
1. Overall Debtors Function Management 

• Full accountability for the end-to-end debtor’s process across all customer categories
• Ensure accurate and timely invoices for private, public sector, and export customers
• Review and approve credit notes, debit notes, and account adjustments
• Ensure accurate allocation of receipts and clearing of unapplied cash
• Perform and review monthly debtor reconciliations
• Maintain clean and accurate debtor ledgers
• Ensure Debit Turbo Journals are cleared timeously
• Manage day-to-day collections for private and commercial customers
• Enforce agreed payment terms, credit limits, and credit control procedures
• Follow up on overdue accounts via calls, emails, and formal notices
• Negotiate payment arrangements within approved credit policies
• Resolve billing disputes relating to pricing, discounts, deliveries, or returns
• Work closely with Sales to manage customer risk and ongoing supply

2. Private (Commercial) Customer Book

• Manage day-to-day collections for private and commercial customers
• Enforce agreed payment terms, credit limits, and credit control procedures
• Follow up on overdue accounts via calls, emails, and formal notices
• Negotiate payment arrangements within approved credit policies
• Resolve billing disputes relating to pricing, discounts, deliveries, or returns
• Work closely with sales to manage customer risk and ongoing supply

3. Public Sector & Institutional Debtors

• Manage government, hospital, and institutional debtor accounts
• Track outstanding payments in line with public sector payment cycles
• Follow up on claims, remittance advice, and proof of delivery documentation
• Liaise internally on tenders, contracts, pricing, and delivery discrepancies
• Maintain detailed audit trails and supporting documentation
• Attend meetings and engage professionally with public sector stakeholders

4. Export Debtors & Foreign Accounts

• Manage export debtor accounts in accordance with contracts and Incoterms
• Ensure correct foreign currency invoicing and compliance with export requirements
• Monitor export debtor ageing and follow up on overdue balances
• Liaise with logistics, clearing agents, and sales to resolve export billing issues
• Vat treatment
• Maintain accurate export documentation for audit and compliance purposes

5. Credit Control & Risk Management 

• Monitor debtor ageing daily and weekly (30 / 60 / 90 / 120+ days)
• Identify high-risk accounts and recommend credit limit changes
• Enforce credit control and escalation procedures where required
• Prepare accounts for legal handover and liaise with attorneys
• Assist management with settlement negotiations and payment plans

6. Reporting & Financial Analysis 

• Prepare and review monthly debtors’ age analysis
• Produce cash collection forecasts and variance analysis
• Report on overdue balances, debtor risk, and collection performance
• Provide detailed management commentary on problem accounts
• Support month-end and year-end financial close processes
• Calculation of outstanding days on overall book per controller
• Balance and check debtors value to ledger
• Ad hoc requests from Head Office

7. Team Supervision & Leadership 

• Supervise, coach, and mentor debtors/accounts receivable staff
• Allocate workloads and monitor daily output and accuracy
• Review staff work and ensure adherence to policies and procedures
• Conduct performance management and identify training needs
• Foster a culture of accountability, accuracy, and customer service
• Assist controllers to resolve queries

8. Compliance, Controls & Audit 

• Ensure compliance with company credit policies and procedures
• Maintain strong internal controls within the debtor’s function
• Prepare schedules and documentation for internal and external audits
• Ensure adherence to financial reporting and audit requirements

Job Requirement:

• Diploma / Bachelor’s Degree in Credit Management / Finance / Accounting
• 5+ years’ experience in accounts receivable / senior credit control
• At least 2-3 years in a supervisory or team-lead role
• Experience dealing with high-value or complex debtor accounts advantageous
• Experience in the healthcare / pharmaceutical industry is essential
• Experience with local government hospitals and foreign debtors is essential.
• Working knowledge of the GL
• Advanced knowledge of ERP systems (Oracle or similar)
• Advanced Excel skills (age analysis, reconciliations, pivots, reporting)
• Sound knowledge of South African financial reporting standards
• Working knowledge of export documentation, foreign currency billing, and Incoterms

Interpersonal Skills

• Professional, firm, and diplomatic communication style
• Ability to build and maintain relationships with customers and stakeholders
• Strong leadership and team management skills
• Confident in handling difficult discussions and escalations
• High level of integrity and accountability