JOB DESCRIPTION

Accounts Clerk (Debtors & Creditors)

Location: Cape Town

Employment Type: Permanent | Full-time

Reporting to: Chief Financial Officer

Overview

An exciting opportunity exists for a detail-oriented and highly organised Accounts Clerk (Debtors & Creditors) to join a dynamic finance team within the travel and tourism industry.

This role is responsible for managing the full debtors and creditors function, ensuring the accurate processing of invoices, collections, supplier payments, reconciliations, and financial administration. The successful candidate will play a key role in maintaining financial accuracy, supporting cash flow management, and ensuring compliance with company policies and financial controls.

The ideal candidate will possess strong numerical ability, excellent attention to detail, and the ability to work efficiently in a fast-paced, deadline-driven environment.

Key Responsibilities

Debtors & Invoicing

• Review and verify all booking confirmations for accuracy before invoicing.
• Ensure client details, supplier information, rates, dates, and booking information are correctly captured.
• Liaise with consultants and internal departments to resolve booking discrepancies.
• Generate and issue debtor invoices in accordance with company credit and prepayment policies.
• Ensure invoices are allocated to the correct branch and VAT is accurately reflected.
• Verify that booking values reconcile to invoice values before issuing documentation.

Accounts Receivable & Collections

• Monitor debtor accounts in line with agreed credit terms and payment schedules.
• Follow up on outstanding payments through professional telephone and email communication.
• Send reminders and statements to agents within agreed timelines.
• Resolve payment queries and discrepancies promptly.
• Monitor debtor ageing reports and ensure overdue accounts are proactively managed.
• Escalate low-margin or loss-making bookings where required.
• Maintain healthy debtor balances and minimise overdue accounts.

Credit Notes & Receipting

• Process authorised credit notes accurately and ensure supporting documentation is maintained.
• Allocate payments accurately within the financial system.
• Monitor local and foreign currency bank accounts daily.
• Ensure prepayments are received within required deadlines.
• Maintain accurate receipting of all incoming payments.
• Ensure all payment allocations are completed within prescribed timeframes.

Creditors Management

• Process supplier invoices accurately and in accordance with company procedures.
• Verify invoices against vouchers, contracts, and agreed supplier rates.
• Ensure VAT compliance on all supplier invoices.
• Liaise with suppliers and consultants to resolve invoice discrepancies.
• Request outstanding invoices and supplier statements where necessary.
• Capture supplier invoices within the accounting and reservation systems.
• Reconcile supplier statements and creditor accounts.
• Prepare supplier payment schedules within agreed payment terms.
• Process supplier payments and issue remittance advice.
• Manage supplier credit notes, refunds, and account reconciliations.
• Monitor and report on outstanding creditor balances.

Financial Administration & Reporting

• Maintain organised and accurate financial filing systems.
• Prepare bi-weekly debtor age analysis reports for management.
• Monitor financial variances and escalate risks where required.
• Assist with finance projects and continuous process improvements.
• Highlight completed vouchers ready for closure.
• Maintain accurate financial records and supporting documentation.

Stakeholder & Relationship Management

• Build and maintain strong relationships with travel agents, clients, and suppliers.
• Support improvements to payment and collection processes.
• Work collaboratively with consultants and operational teams to ensure financial accuracy.
• Provide excellent internal and external customer service.

Team Support

• Collaborate with the wider Finance team to ensure operational efficiency.
• Provide support across both debtors and creditors functions during peak periods.
• Participate in performance reviews and ongoing professional development.
• Assist colleagues and undertake additional finance-related duties as required.

Requirements

• Minimum 3–5 years' experience in a Debtors, Creditors, or Accounts Clerk role.
• Previous experience within the travel, tourism, hospitality, or Destination Management Company (DMC) industry would be highly advantageous.
• Experience working with Tourplan or similar reservation/accounting systems is highly advantageous.
• Strong understanding of debtors, creditors, reconciliations, VAT, and financial controls.
• Excellent numerical ability and reconciliation skills.
• Strong Microsoft Excel and Microsoft Office proficiency.
• Ability to work accurately under pressure and meet strict deadlines.
• Excellent organisational and administrative skills.
• Strong written and verbal communication skills.

Key Competencies

• Exceptional attention to detail and accuracy.
• Strong analytical and problem-solving ability.
• Excellent organisational and time management skills.
• Deadline-driven with the ability to manage multiple priorities.
• Professional communication and relationship-building skills.
• High level of accountability and integrity.
• Process-driven with a proactive approach to problem solving.
• Ability to work independently and collaboratively within a team.

Profile

This role is ideal for an experienced finance professional who enjoys working in a structured, fast-paced environment where accuracy and attention to detail are essential. The successful candidate will be proactive, dependable, and highly organised, with the ability to manage both debtors and creditors functions efficiently while contributing to the overall success of the finance team. Experience within the travel or tourism industry will be highly advantageous, particularly within a Tourplan environment.