Permanent - Creditors & Debtors Clerk - New Germany, Pinetown - South Africa

Position Overview

Motion Tronic is seeking an experienced and highly organised Creditors & Debtors Clerk to join our busy Finance Department. This is a fast-paced role that requires exceptional attention to detail, strong organisational skills, and the ability to manage multiple priorities simultaneously.

The successful candidate will work closely with the Finance Manager, who oversees all work allocation, cost allocations, financial reviews, and daily operational priorities. The role requires someone who is proactive, able to work independently, and comfortable supporting the Finance Manager across a wide range of financial, purchasing, and logistics functions.

Key Responsibilities

Creditors

• Process supplier invoices accurately and ensure all supporting documentation is complete.
• Reconcile supplier accounts and statements monthly.
• Obtain and reconcile all supplier statements before the 9th of each month to ensure month-end processing is completed efficiently for Monthly Managements for the Finance Manager.
• Investigate and resolve supplier queries and account discrepancies urgently.
• Ensure COD suppliers are paid on time to maintain good supplier relationships and uninterrupted supply.
• Prepare payment documentation for approval and payment by Finance Manager.

Debtors

• Capture customer invoices accurately using the company's accounting system.
• Assist with debtor account administration and customer payment queries.
• Communicate with customers regarding COD payments where required.

Purchasing & Procurement

• Raise Purchase Orders (POs) with suppliers.
• Monitor outstanding purchase orders and follow up on supplier lead times.
• Track all outstanding orders and provide regular updates to management.
• Liaise with suppliers to ensure goods are delivered within agreed timeframes.

Inventory

• Assist with quarterly stock takes alongside Finance Manager
• Support with inventory reconciliation and stock control processes.

Logistics & Imports

• Booking of international and local shipments i.e FedEx

• Liaise with freight forwarders, suppliers, and logistics providers regarding local and international shipments.
• Track shipments and maintain accurate records of tracking numbers and expected delivery dates.
• Monitor goods in transit and provide status updates to management.
• Be familiar with international shipping documentation, including:
• Commercial invoices
• HS Codes referencing
• Packing lists
• Bills of Lading / Air Waybills
• Certificates of Origin
• SAD500/507/501 customs documentation
• Import and customs clearance processes for Finance Manager to sign off
• Customs Worksheet for Finance Manager to sign off
• EDI Declarations / SARS Release
• Assist with customs-related administration for imported goods.

Administration

• Scan and electronically file financial documentation on SharePoint.
• Maintain accurate supplier and financial records.
• Ensure documentation is organised and readily accessible for audit purposes.
• Provide daily administrative and financial support to the Finance Manager.
• Assist with additional finance-related duties as and when required.

Candidate Profile

We are looking for a candidate who thrives in a busy environment and can manage multiple responsibilities while maintaining a high level of accuracy.

The successful candidate should have:

• Previous experience in a high-volume Creditors and Debtors role.
• Strong knowledge of accounts payable and receivable processes.
• Experience reconciling supplier accounts and preparing remittances for payments.
• Experience raising and tracking purchase orders.
• Exposure to inventory control and stock takes.
• Experience working with imports, freight logistics, and customs documentation would be highly advantageous.
• Working knowledge of Pastel Accounting.
• Proficiency in Microsoft Office, particularly Excel.
• Experience using CRM or ERP systems.
• Excellent organisational and time management skills.
• Strong communication skills with suppliers, customers, freight companies, and internal departments.
• High attention to detail and the ability to work under pressure.
• Professional integrity and the ability to handle confidential financial information.

Reporting Structure

The Creditors & Debtors Clerk reports directly to the Finance Manager, who oversees all daily work allocation, cost allocations, reconciliations, financial controls, and operational priorities. The successful candidate will work closely with the Finance, Procurement, Warehouse, Logistics, and Operations teams to ensure the smooth running of daily business activities.

Ideal Candidate

• The ideal candidate is proactive, dependable, and comfortable working in a demanding environment where priorities can change throughout the day. They will be confident communicating with suppliers, freight forwarders, customers, and colleagues while ensuring financial accuracy and operational efficiency across multiple business functions.