Debtors Coordinator

Ultimate Sports Nutrition is looking for a Debtors Coordinator to join their team.

The Debtors Coordinator is responsible for managing the end-to-end order-to-invoice process, ensuring accurate order processing, stock allocation, and invoicing. The role supports operational efficiency, customer satisfaction, and financial accuracy by coordinating between sales, inventory, warehouse, and finance teams to ensure orders are fulfilled and billed correctly and on time.

Key Responsibilities include but are not limited to:

• Manage the full order lifecycle: receive, validate, process, and track sales orders from multiple channels and systems through to successful invoicing.
• Verify inventory availability against customer purchase orders (POs), perform batch allocations per SKU, compare external warehouse pick lists with orders/shipments from the internal ERP system to ensure fulfilment matches the request, and resolve any discrepancies by liaising with external warehouses and the internal inventory team.
• Liaise with both customers and sales representatives on stock availability, communicate realistic delivery timelines, and promptly report out of stock situations.
• Monitor planned demand versus actual orders per customer and collaborate with the inventory and operations teams when discrepancies arise (e.g., when one customer takes stock allocated to others).
• Enforce full box / case quantity ordering with customers to reduce picking and handling charges.
• Work closely with the sales team to ensure customer specific requirements are met
• Maintain effective customer relationships by professionally managing and communicating all stock related issues and delays.
• Generate and distribute OTIF (On Time In Full) reports, analyse performance, and highlight areas for improvement.
• Maintain accurate pricing, product information, and master data on the EDI system to ensure seamless electronic order processing with customers.
• Handle invoicing of completed orders while accurately applying varied customer payment terms and conditions.
• Ensure all processes are followed accurately across different systems and sales channels.

Minimum Requirements

• Matric / Grade 12
• Proven experience managing orders from receipt through to invoicing
• Experience working with Acumatica will be beneficial
• Exposure to invoicing and customer-specific payment terms
• Experience coordinating with sales, inventory, and warehouse teams

Skills & Competencies

• Strong attention to detail (orders, pricing, invoicing accuracy)
• Good analytical ability (resolving stock/order discrepancies, OTIF performance)
• Effective communication and coordination skills
• Ability to manage multiple tasks and meet deadlines

If you are interested in the position, please send your CV directly to ***email_hidden***