Dis-Chem Pharmacies has a position available for an Accounts Receivable Supervisor our Head Office Midrand. To oversee and manage the Accounts Receivable (Trade Debtors) function, ensuring accurate, timely, and compliant debtor processes. This includes supervising and mentoring a team, maintaining strong customer and vendor relationships, driving efficient collections, supporting audit and compliance activities, and contributing to process improvements that enhance accuracy, efficiency, and service delivery.

Minimum Requirements…

Essential:

• Matric or equivalent Senior Certificate.
• Minimum of 3 years within the Debtors department.

Advantageous: 

• Relevant Finance Qualification or studying towards a Post Graduate Qualification.

Job Specification…

Customer Service & Relationship Management:

• Build and maintain strong relationships with stores, vendors, and customers to ensure effective account management.
• Act as primary liaison between debtors and vendors, ensuring clear and timely communication on accounts-related matters.
• Provide professional, efficient, and customer-focused service to all stakeholders, resolving queries directly or escalating appropriately.
  

Credit and Collections Management:

• Review and monitor outstanding accounts, ensuring timely follow-up in line with company collection policies.
• Investigate credits, payment discrepancies, and unusual trends, resolving issues in compliance with standard operating procedures.
• Utilize Trade Debtors Age Analysis to develop and maintain a proactive collections strategy.
• Negotiate and monitor payment arrangements with defaulting clients.
• Participate in system and process improvement initiatives to optimize billing and collection accuracy.
  

Record Keeping and Compliance:

• Ensure all incoming emails and phone calls are managed promptly and professionally on a daily basis, addressing issues directly or escalating to the Trade Debtors Manager where discrepancies arise.
• Coordinate updates across shared folders, trackers, and team groups to ensure all debtor-related information is current and accessible.
• Maintain accurate records of deduction lists (e.g., 160414) submitted to Creditors, tracking progress and ensuring 100% resolution through frequent follow-ups in line with service levels and prescribed deduction processes.
• Maintain databases of reconciliations, advertising allowances, rebates, and income line monitoring, ensuring completeness, accuracy, and timely reporting.
• Provide proactive support for both internal and external audit requests to ensure swift and accurate responses.
• Ensure checklists are kept up to date, signed off, and aligned with standard operating procedures.

Accounts Administration and Reporting:

• Manage month-end closing tasks including reconciliations, accruals, and preparation of debtor reports.
• Oversee advertising-related processes including monthly promotional data, vendor confirmations, queries, and billings.
• Support the billing administrator and category teams with consolidated billing listings (Sallies), ensuring accurate and timely promotional billings.
• Monitor the accurate accruals of monthly promotional income, including reversals processed on the first day of each month.
• Monitor sales and billing data accuracy through BI and Qlikview, ensuring consistency with promotions and agreements.
• Validate promotion loading and POS sales data via Qlikview and BI, ensuring consistency with booking forms and pricing loaded by promotion teams. Provide variance reports to the Trade Debtors Manager.
• Provide variance and movement analysis on income lines to management.
• Support the accurate and timely billing of growth rebates applicable to categories.
• Administer incentive programs (e.g., SH15 – Health), including rebating back to stores.
• Ensure rebates requiring store-level splits are allocated with accuracy and timeliness.
• Manage KDB2 (SH17) FMCG billings, including P&G (bi-annual), Duracell (monthly), and Unilever ITR billings.
• Administer and reconcile ad hoc monthly income billings such as loyalty programs, reward schemes, royalty fees, and other extra billings.
• Process intercompany billings for Oncology and CJ Distribution divisions.
• Raise accruals in line with income streams and approved checklists, ensuring all submissions are signed off.
• Monitor and maintain debtor shared drives and departmental email inboxes to ensure accuracy, completeness, and accessibility of information.
• Provide feedback and recommendations to the Trade Debtors Manager on provisions and bad debt write-offs.
• Oversee promotional, rebate, incentive, and intercompany billings in line with contracts and instructions.
• Provide proactive support for both internal and external audit requests to ensure swift and accurate responses.
• Support onboarding of new vendors and administration of contracts.
• Log and manage HEAT calls when required, ensuring resolution and compliance with internal processes.
• Stand in for staff members during leave periods, assisting with accounts opening, receipts, invoicing, credit notes, and queries as needed.
• Provide continuity and knowledge transfer through backup system implementation, training, and team support.
• Act as the Trade Debtors Manager’s delegate when required, ensuring leadership and operational continuity.

Team Leadership Support:

• Supervise and mentor the Trade Debtors team (analyst, billing, and collection administrators), ensuring workload is balanced and productivity targets are achieved.
• Provide coaching, feedback, and development opportunities to foster a high-performance, accountable, and collaborative culture.
• Support the Trade Debtors Manager in fostering a culture of accountability, teamwork, ownership, and integrity.
• Ensure the team understands daily, weekly, and monthly objectives, KPIs, and role expectations.
• Conduct regular one-on-one meetings, performance reviews, and progress reporting to the Trade Debtors Manager.
• Promote a learning environment through continuous improvement initiatives, encouraging proactive problem-solving and professional growth within the team.
• Provide direct line management of the Business Analyst, Accounts Receivable Billing Administrators, and Collection Administrators.
• Track and monitor team productivity and performance against defined KPIs, implementing corrective actions where necessary.
• Promote continuous improvement, professional growth, and alignment of personal and professional goals.
• Ensure compliance with company policies, People and Culture procedures, and performance management protocols.
• Assist team members with general queries, following established escalation protocols, and resolve concerns in a professional and constructive manner.
• Support cross-functional collaboration with Creditors, Marketing, and Category teams.
• Conduct daily monitoring of activity reports (e.g., Activ-trak) and provide feedback to the Trade Debtors Manager.
• Uphold strict confidentiality when handling sensitive company and financial information.
• Support both internal and external audit processes by providing timely, accurate, and comprehensive documentation.

Competencies

Essential:

• Apply in-depth understanding of accounts receivable processes, compliance requirements, and financial systems while remaining proactive in staying updated with best practices.
• Demonstrate analytical thinking and sound judgment when interpreting financial data, solving problems, and making decisions under pressure.
• Act with a strong commercial mindset, recognising the financial impact of debtor management on overall business performance and long-term growth.
• Communicate clearly and confidently in both written and verbal form, tailoring messages to diverse audiences while ensuring accuracy and professionalism.
• Build a positive, respectful relationship with team members, colleagues, vendors, and customers, fostering trust and collaboration.
• Approach all tasks with attention to detail, accuracy, and consistency, while encouraging a culture of excellence and accountability within the team.
• Manages time effectively, adapt to changing priorities, and demonstrates resilience and composure in demanding situations.
• Inspire, mentor, and motivate team members by modelling integrity, accountability, and a proactive approach to continuous improvement.
• Effectively oversee workload distribution, monitors performance against KPIs, and ensures team alignment with organisational goals and policies.
• Leverages financial systems (e.g., SAP, Qlikview, BI tools) and reporting mechanisms efficiently to drive accurate billing, reconciliation, and reporting processes.

Special conditions of employment:

• South African citizen.
• MIE, clear criminal and credit.
• Driver’s license and own reliable transport.
• Occasional traveling.

Remuneration and benefits:

• Market related salary
• Medical aid
• Provident fund
• Staff account

ONLY SUCCESSFUL APPLICANTS WILL BE CONTACTED. IF YOU HAVEN`T BEEN CONTACTED WITHIN TWO WEEKS AFTER THE CLOSING DATE CONSIDER YOUR APPLICATION AS UNSUCCESSFUL.

Dis-Chem Pharmacies is an equal opportunity employer. Dis-Chem’s approved Employment Equity Plan and targets will be considered as part of the recruitment process aligned to Dis-Chem’s Employment Equity & Transformation Strategy. Dis-Chem actively supports the recruitment of People with Disabilities.