Debtors and Contracts Administrator

A Debtors and Contracts Administrator in the office automation industry is responsible for managing critical financial, contractual, and administrative workflows.

This role includes managing client service agreements, supporting billing operations, assisting with collections, and maintaining accurate contract and debtor records. In a highly automated environment, the role also involves working with software systems to streamline document, invoice, and payment processing.

• Draft, review, and track client contracts, including Service Level Agreements, machine rental agreements, and related service contracts.

• Assist with contract renewals, amendments, and updates.

• Ensure contract terms are accurately recorded and aligned with company requirements.

• Track compliance with service level standards and contractual obligations.

• Capture and update customer service items, rates, billing terms, and contract details on ERP or contract management systems.

• Maintain accurate and organised digital and physical contract records.

• Generate and distribute recurring invoices, including monthly copy-volume charges, service fees, and equipment lease charges.

• Process debtor statements and assist with monthly account reconciliations.

• Allocate payments accurately to customer accounts.

• Follow up on overdue accounts and assist with credit control.

• Review debtor ageing reports to minimise outstanding balances and reduce bad debt risk.

• Liaise with clients regarding billing queries, payment follow-ups, and account discrepancies.

• Use e-signature platforms and document tracking systems to speed up contract turnaround times.

• Assist with automated payment reminders, follow-ups, and billing workflows.

• Identify bottlenecks in the order-to-cash process and recommend improvements.

• Support process improvements to reduce manual data entry, invoice errors, and contract administration delays.

• Ensure all documentation is processed accurately and in line with internal procedures.

• 2 to 5 years’ proven experience in one or more of the following areas:

  • Debtors administration

  • Accounts receivable

  • Contract billing

  • Contract administration

  • Paralegal support

  • Supply chain or bidding administration

• Experience within the office automation industry would be advantageous.

• Strong understanding of relevant contracts, billing processes, and industry-related requirements.

• Experience working with ERP or accounting systems such as SAP, Sage, Pastel, Xero, or similar systems.

• Experience with Contract Lifecycle Management systems or document tracking systems would be advantageous.

• Advanced proficiency in Microsoft Excel.

• Proficiency in Microsoft Office, especially Word and Excel.

• Strong written and verbal communication skills.

• Good negotiation and client follow-up skills.

• Excellent attention to detail and accuracy.

• Strong organisational and administrative skills.

• Ability to manage multiple contracts, accounts, and deadlines.

• Professional, reliable, and able to work independently.

• Strong problem-solving skills and the ability to resolve billing and contract-related queries.