Accounts Receivable Clerk (Hybrid)

About Sybrin: Sybrin is a leading IT software development company specialising in innovative solutions tailored to meet the evolving needs of businesses across various sectors. Our mission is to empower businesses with cutting-edge technology solutions that drive efficiency, enhance customer experiences, and facilitate growth. At Sybrin we pride ourselves on delivering high-quality products and secure solutions, thanks in part to the combination of the ISO 9001 for Quality Management System and ISO/IEC 27001 for Information Security Management System certifications, and our commitment to data protection, demonstrated by our implementation of ISO/IEC 27701 Privacy Information Management System. As an employee of Sybrin, you will be expected to familiarise yourself with the contents of the Integrated Management System, as well as undergo periodic training to better understand your unique role in the security, quality, and privacy ecosystem within Sybrin, and uphold the principles in Sybrin’s Integrated Management System. The Integrated Management is a significant business enabler and as such, ensuring our customers are receiving quality, secure service at every touchpoint within the organisation is critical. Role Overview: The Accounts Receivable Clerk is responsible for ensuring accurate and timely allocation of customer payments, management of customer invoicing and collections, maintaining up-to-date customer records, and performing structured debtor follow-ups. The role supports healthy cash flow, reduces debtor days, and ensures collection activity is recorded and tracked accurately through Acumatica and internal reporting tools. Qualifications and Experience: -Matric and any accounting related post certificate / degree or diploma. -Minimum of 2-3 years’ experience: Cross border (mainly Africa), multi-currency and withholding tax experience will be beneficial Reporting Line: Financial Manager Key Responsibilities: Customer Accounts Receivable Management: -Allocate all customer payments and credit notes accurately in accordance with customer remittance advice and confirmations. -Ensure all payment allocations are correctly matched to invoices and reflected in the accounting system (Acumatica). -Identify and resolve unallocated cash and payment discrepancies timeously. -Ensure all Withholding Tax (WHT) amounts are clearly identified, recorded, and correctly treated in the system. -Maintain accurate AR balances and support monthly reconciliation processes Customer Collections : -Perform collections on all invoices raised, ensuring timely follow-up based on payment terms and ageing. -Engage customers professionally via email and telephone to secure payment commitments. -Escalate high-risk or overdue accounts according to internal procedures. -Follow up on outstanding invoices and ensure all supporting documents are shared with customers where required Customer Collections – Withholding Tax Certificates -Collect Withholding Tax Certificates (WHTC) from customers and ensure they are received within required timeframes, -Track and record WHTC documentation received and follow up with customers where certificates are outstanding. -Ensure WHTC documentation aligns with recorded transactions and supports audit and compliance requirements. Customer Information Management -Ensure customer contact details are accurate, complete, and up to date on Acumatica (email addresses, phone numbers, billing details, etc.). -Maintain accurate customer documentation for invoicing, collections, and risk management purposes. -Support customer onboarding requirements from a finance perspective (billing information, invoicing requirements, payment terms, etc.). -Maintain structured records and filing (electronic and/or physical) to ensure easy retrieval for audit and internal review. Debtor Follow-Up Updates -Update the debtor collection report with relevant and accurate comments after each customer interaction. -Ensure all debtor follow-ups are documented timeously and reflect the latest status of each account. -Maintain high-quality notes that provide visibility into payment commitments, disputes, and follow-up dates. -Ensure collection actions are traceable and support effective management decision-making. Debtors Process (Follow-ups) -Perform debtor follow-ups strictly in line with the most recent debtors process and guidelines communicated by management. -Adhere to internal timelines and escalation procedures for overdue accounts. -Ensure follow-up activities align with expected collection cycles and collection strategy. -Maintain compliance with internal controls and finance governance. Expected Collection Month -Maintain and update the expected collection month for outstanding receivables. -Provide accurate collection forecasts to support proactive financial planning and cash flow management. -Ensure collection projections are realistic and supported by customer commitments and historical payment trends. -Flag risks early where accounts are unlikely to be collected in the forecasted month Critical Technical and Behavioural Skills Required: -Strong attention to detail and high level of accuracy - Solid understanding of accounts receivable processes and debtor ageing - Good communication skills (email, telephone, customer interaction) - Ability to manage deadlines and work under pressure - Strong record-keeping and administrative ability - Basic understanding of Withholding Tax and supporting documentation - Intermediate Excel skills (ageing, filters, reporting) - Professional, firm, and customer-focused approach to collections - Working knowledge of the principles in ISO 9001:2015 (Quality Management System), ISO/IEC 27001:2022 (Information security, cybersecurity, and privacy management System), ISO/IEC 27701:2019 (Privacy Information Management System), POPIA, GDPR.