Cape Town City Centre: Debtors Fees Administrator – Private School

About the Role

Our client, a private school in Cape Town City Centre, is seeking a reliable and meticulous Debtors Fees Administrator to support their finance office. This role plays a key part in maintaining the financial health of the school by managing the invoicing and collection of school fees and associated charges.

Key Responsibilities

• Generate and distribute accurate termly invoices for tuition fees, boarding fees and other ancillary services/charges (aftercare, transport, hot lunches, tours etc.) for all new and existing parents in accordance with school policies and best practice.
• Daily maintenance and updating of the debtor’s ledger, ensuring accurate allocation and reconciliation of all receipts.
• Ensure all relevant filing is maintained and up to date (billing and pupil records).
• Monitor overdue accounts and supervise the process pertaining to debt collection.
• Perform all debtor related administration duties to ensure that monthly deadlines are met and collection targets achieved.
• Attend to all fee-related queries from parents/guardians in a courteous, timeous and confidential manner.
• Debit order management and collections.
• Supervision of the debtor’s administrator ensuring that the following is executed in respect of overdue accounts: Regular follow-ups via email and/or telephone as well as updating the accounting system with the audit trail.
• Compilation of letter of demands.
• Preparation of debtors for handover to the lawyers and regular liaison with the lawyers regarding the status of accounts in their care.
• Attendance to all parent queries and requirements timeously, as required.
• Allocation of any bursaries and/or scholarships awarded termly: Ensure that the correct percentage is allocated as per the award letter.
• Process the journal in the respective ledgers and reconcile these ledgers annually.
• Liaise closely with the Finance Manager to ensure alignment of fee structures, discounts, and financial aid allocations.
• Assist in the preparation of the required debtor reports, aging analysis, and forecasts for the Finance Manager/Business Manager.
• Weekly/Monthly Debtor’s performance Termly Finance and Risk Committee reports.
• Ad-hoc reports Assistance during the audit by providing the auditors with the requested information.

Requirements

• Proven experience in a similar role (minimum 3 – 5 years’ experience), preferably within an independent/private school or professional services environment.
• Strong understanding of accounts receivable, invoicing, and credit control principles.
• Proficiency in school financial software (e.g. PASS, Sage Evolution, Pastel, Engage, or similar systems).
• Highest standards of integrity and honesty.
• High level of attention to detail and accuracy.
• Ability to work independently and manage multiple tasks under pressure.
• Excellent written and verbal communication skills in English (additional South African languages advantageous).

Qualifications

Grade 12 (Matric) is essential.

Salary & Benefits

Salary details are not mentioned in the original job description.