Accounts Receivable Coordinator

Location: Montgat (Barcelona, Spain)
Reporting to: Business Manager / Finance Controller
Direct Reports: None
Other Key Relationships: Finance Team, Suppliers, Procurement, Regional Finance, Parents, Academic Faculty

The Accounts Receivable Coordinator is responsible for managing all aspects of student billing, collections, and income accounting, ensuring the timely and accurate processing of tuition and other school-related fees. The role requires strong attention to detail, high-level organisational skills, and the ability to manage a large volume of transactions while maintaining excellent communication with families and internal departments.

Key Responsibilities

1. Invoicing and Payments (Monthly, Termly, Annual)

• Prepare and issue monthly tuition invoices in Clickedu.
• Generate and process direct debit batches and manage returned payments.
• Record tuition invoices and payments in Business Central (BC), differentiating between direct debits and bank transfers.
• Manage termly and annual invoicing for Boarding pupils in Clickedu and account for these invoices in BC.

2. Ad Hoc and Periodic Invoicing

• Calculate and manage annual, biannual, and termly payment plans for families who choose these options.
• Generate individual invoices for ~166 pupils paying on alternative schedules.
• Prepare and account for advance enrolment payments for the next academic year, updating Clickedu data accordingly.
• Issue and manually account for annual invoices for school materials and trips each October.
• Throughout the year, manage invoicing for:
  
  • School camps
  • Tournaments
  • Extracurricular activities
  • External exams
  • IB exam fees
  • Summer/Easter/Christmas camps
  • Enrolment fees for new pupils
• Manually record all related payments in both Clickedu and BC.

3. Dual Entry System

• Enter all invoices, payments, and outstanding balances manually in both Clickedu and Business Central, ensuring alignment between systems and maintaining data accuracy despite the duplication of administrative work.

4. Customer Service & Parent Liaison

• Act as the main point of contact for parents regarding invoices, payments, and billing queries.
• Answer a high volume of emails and calls, providing timely and professional responses.
• Support new admissions by preparing enrolment invoices and tracking fee payments.
• Monitor families with outstanding balances and coordinate payment before excursions, trips, or camps.
• Maintain accurate communication records with families and internal departments.
• Manage a rapidly increasing communication load due to families’ inability to access invoices online (email volume has tripled in the 2024/25 academic year).

5. Treasury and Accounting

• Record and reconcile daily bank income, matching payments to invoices manually.
• Update Clickedu daily with received transfers and unpaid invoices.
• Conduct weekly follow-ups with families regarding unpaid invoices.
• Prepare weekly payment and collection reports for the Finance Controller.
• Support monthly accounting procedures, including:
  
  • Deferred income reporting (Account 485).
  • Customer reconciliation between Clickedu and Business Central.
  • Monthly bank reconciliation with Banco Sabadell.

6. Audit Support

• Provide documentation and reconciliations as requested by auditors during internal or external audit processes.

7. Systems Implementation – iSAMS/Business Central

• Support the migration from Clickedu to iSAMS and Business Central, ensuring data integrity and accuracy during the transition.
• Assist in mapping current workflows, identifying gaps, and testing new system processes.
• Dedicate time and resources to training and adapting to the new system, recognising the significant difference from the current setup.

Performance & Workload Indicators

• Consistent workload extending beyond regular hours to maintain invoicing and payment schedules.
• Limited coverage during leave periods, requiring flexibility and remote work to ensure continuity.
• High responsiveness required due to parent expectations for same-day replies.

Qualifications & Experience

• Degree or training in Accounting, Finance, or Business Administration preferred.
• Minimum 2–3 years of experience in accounts receivable, ideally in education or service-based environments.
• Proficiency in Business Central, Clickedu, and/or iSAMS highly desirable.
• Advanced Excel and data reconciliation skills.
• Strong understanding of billing cycles, deferred income, and customer ledger management.
• Excellent written and verbal communication in English and Spanish.

Personal Attributes

• Exceptional accuracy and attention to detail.
• Ability to handle a large workload with time-sensitive deadlines.
• Strong communication and interpersonal skills with families and colleagues.
• Proactive, organised, and adaptable to process change.
• Positive attitude, professionalism, and resilience during high-volume periods.