Accounts Receivable Clerk

Job purpose

The Accounts Receivable Clerk makes sure the company is paid accurately and on time for the goods and services it sells. The role issues invoices, records and allocates customer payments, follows up overdue accounts and keeps the receivables ledger reconciled, supporting healthy cash flow and accurate financial reporting.

Key responsibilities

Invoicing and billing

• Prepare and issue accurate customer invoices, credit notes and debit notes from sales orders, delivery notes and contracts.
• Make sure invoices meet tax requirements, including correct VAT treatment and fiscal invoicing rules.
• Set up and maintain customer account records, including credit terms and contact details.

Payments and allocation

• Record customer receipts (bank transfers, cheques, mobile money, cash) and allocate them to the correct invoices.
• Investigate and resolve unidentified, short or duplicate payments.
• Process approved refunds and adjustments.

Collections and credit control

• Monitor the aged debtors report and follow up overdue accounts by phone, email and statement.
• Send monthly customer statements and payment reminders.
• Flag high-risk or long-overdue accounts to the Finance Manager and support escalation or legal recovery.
• Help assess new customer credit applications and check accounts against approved limits.

Reconciliation and reporting

• Reconcile the receivables subledger to the general ledger and bank statements every month.
• Prepare weekly and month-end reports: aged debtors, collections, cash received and disputed items.
• Support month-end close and provide schedules and documents for internal and external audits.

Customer service and admin

• Answer customer queries on invoices, statements and balances, and resolve billing disputes with sales and operations.
• Keep accurate, well-organised filing of invoices, remittances and correspondence.
• Perform other finance duties as assigned.

Qualifications and experience

Required

• Diploma or certificate in Accounting, Finance or a related field (e.g. AAT, ACCA foundation level, or equivalent).
• 1–3 years’ experience in accounts receivable, billing, credit control or general bookkeeping.
• Working knowledge of double-entry bookkeeping and VAT on sales.
• Hands-on experience with an accounting system (e.g. Palladium, Sage, QuickBooks, Pastel, SAP or similar).

Advantageous

• Degree in Accounting or Finance, or progress towards a professional qualification.
• Experience in a manufacturing, distribution or industrial supply business.
• Experience with fiscal/electronic invoicing systems.

Skills and competencies

• Accuracy: strong attention to detail with numbers and documents.
• Excel: confident with spreadsheets, including VLOOKUP/XLOOKUP, pivot tables and reconciliations.
• Communication: polite but firm when chasing payments; clear in writing and on the phone.
• Organisation: manages a high volume of transactions and meets month-end deadlines.
• Problem solving: traces discrepancies to their source and fixes them.
• Integrity: handles confidential financial information with discretion.
• Teamwork: works well with sales, operations and stores to resolve billing issues.

Performance measures

• Measure: Days sales outstanding (DSO) Target: Within agreed target, e.g. ≤ 45 days
• Measure: Invoices issued after delivery Target: Within 1 working day
• Measure: Invoice accuracy Target: ≥ 98% issued without correction
• Measure: Receipts allocated Target: Within 2 working days of receipt
• Measure: Debtors over 90 days Target: Below agreed % of total receivables
• Measure: AR-to-GL reconciliation Target: Completed by month-end close deadline

Working conditions

The role is office-based at the factory in Makeni Bonaventure Monday to Friday 07:00 – 17:00, with extra time sometimes needed at month-end. It may involve occasional liaison with site or warehouse teams.

How to Apply

To apply, send a CV and cover letter with the subject line “Accounts Receivable Clerk” by 15th October 2026. Only shortlisted candidates will be contacted.

Apply by emailing: sales@kaylitezambia.com