Debtors Clerk

Job overview:

We are looking for a detail-oriented and proactive Debtors Clerk to manage client debtor accounts and support the accurate and timely collection of outstanding amounts. The role will be responsible for invoicing, allocating receipts, reconciling accounts, following up on overdue balances, resolving debtor queries, and maintaining complete financial records. The successful candidate will work closely with the finance, advisory and operations teams to ensure that debtor information is accurate, payments are collected within agreed terms, and financial processes support a positive client experience.

You’re perfect for this position if you:

• Have previous experience in a debtors, credit control, accounts receivable, bookkeeping or finance administration role.
• Understand debtor account reconciliations, payment allocations, invoicing and collection processes.
• Are confident working with Microsoft Excel, accounting systems and CRM platforms; experience with Xero is advantageous.
• Have excellent attention to detail and can maintain accurate, complete and confidential financial records.
• Communicate professionally and confidently with clients, colleagues and external partners.
• Are organised, reliable and able to manage competing deadlines independently.
• Are proactive, solutions-oriented and comfortable following up on outstanding payments.
• Can investigate discrepancies and resolve account queries efficiently.
• Maintain a high level of discretion, integrity and confidentiality.

Your role and responsibilities

Among other tasks, your main responsibilities will include:

Debtors administration and invoicing

• Managing and maintaining accurate debtor accounts for clients and other relevant payers.
• Preparing, checking and issuing invoices, credit notes and supporting documentation accurately and on time.
• Ensuring invoices reflect approved fees, payment terms and relevant contractual arrangements.
• Sending account statements and payment reminders in accordance with agreed collection procedures.
• Maintaining complete records of invoices, receipts, adjustments, correspondence and payment arrangements.

Collections and account follow-up

• Monitoring outstanding balances and proactively following up on overdue accounts by email and telephone.
• Engaging professionally with clients to secure payment and agree appropriate payment arrangements where authorised.
• Escalating long-outstanding, disputed or high-risk accounts to management in line with internal procedures.
• Monitoring adherence to payment plans and following up immediately when agreed payments are missed.
• Providing clear updates to internal stakeholders on overdue accounts and collection activity.

Receipting, allocation and reconciliations

• Verifying payments received and allocating receipts accurately to the correct debtor accounts and invoices.
• Reconciling debtor ledgers, bank receipts, CRM records and accounting system balances.
• Investigating and resolving unallocated receipts, short payments, overpayments and other account discrepancies.
• Assisting with month-end debtor reconciliations and ensuring outstanding items are supported and followed up.
• Maintaining accurate and complete audit trails for all debtor transactions and adjustments.

Queries and reporting

• Acting as a key point of contact for debtor and invoice-related queries from clients, advisors and internal teams.
• Resolving billing and payment queries promptly, professionally and with appropriate supporting documentation.
• Preparing debtor ageing reports, collection updates and other reports on outstanding balances and payment trends.
• Working closely with finance and operational teams to improve debtor processes, reporting and controls.

Administrative support

• Managing a shared inbox and reassigning emails to the correct staff member.
• Converting relevant university marketing emails into notices so that important information can be shared with staff members.
• Maintaining data and contacts on the CRM by gathering the correct email addresses from university representatives.

Additional finance support

• Monitoring commission payments due from partner universities and following up on outstanding amounts.
• Reconciling commission receipts against sales records, enrolment information and agreements.
• Assisting with client and staff commission administration where required.
• Capturing relevant income information and payment updates accurately in CRM and accounting systems.
• Supporting system and process improvements, including CRM and Xero integration or automation initiatives.