Accounts Receivable Officer

Reports To

Management Accountant - Fiji / Head of Business and Finance - AUS

Department

Finance

Employment Status

Full-Time

Position Purpose

The Accounts Receivable Officer is responsible for the effective administration of the College's accounts receivable function, ensuring timely and accurate processing of family payments, invoicing, reconciliations, debt management, and account maintenance. The role supports the financial sustainability of the College through proactive monitoring of outstanding fees, accurate record keeping, and adherence to established Accounts Receivable Standard Operating Procedures (SOPs).

The position acts as a key liaison between families, administration staff, and the finance team to ensure accurate billing, payment allocation, and account management.

Key Responsibilities

Accounts Receivable Administration

• Apply and allocate family payments accurately and promptly.
• Process and maintain student and family accounts within the College finance systems.
• Issue invoices and statements in accordance with College billing cycles.
• Process administration fees for late payments in accordance with College policy.
• Send invoice reminders and payment follow-up communications to families.
• Support the Finance Team with billing and fee-related enquiries.
• Ensure compliance with the Accounts Receivable Standard Operating Procedures (SOPs).

Enrolments and Fee Management

• Process new student enrolments and establish billing accounts.
• Generate and issue enrolment-related invoices and fees.
• Maintain and reconcile the Advanced Fee Register.
• Ensure fee structures and payment plans are accurately reflected in finance systems.

Payment Processing and Reconciliations

• Perform daily and monthly BPAY/BPOINT payment reconciliations.
• Reconcile Accounts Receivable transactions at month end.
• Investigate and resolve discrepancies relating to receipts, settlements, and allocations.
• Monitor and reconcile Sentral settlements against bank receipts and finance records.
• Prepare supporting documentation for audit and compliance purposes.
• Reconcile all trade debtor accounts end of month 

Debt Management

• Monitor aged debtors and outstanding family balances.
• Follow up overdue accounts in accordance with College debt recovery procedures.
• Maintain accurate records of collection activities and communications.
• Escalate high-risk or long-outstanding debts to management as required.

Sentral and Systems Administration

• Manage Sentral Payment Portal requests and account updates.
• Maintain and monitor Sentral-to-finance system synchronisation processes.
• Investigate and resolve payment portal and synchronisation issues.
• Ensure data integrity across Sentral and financial systems.

Communication and Collection Support

• Send SMS notifications and reminders through Xero.
• Respond to family account enquiries in a professional and timely manner.
• Assist families with payment-related issues and account reconciliation requests.
• Work collaboratively with Student Services, Enrolments, and Finance staff.

Key Performance Indicators (KPIs)

• Payments allocated accurately within agreed timeframes.
• Monthly BPOINT and Accounts Receivable reconciliations completed on schedule.
• Reduction in overdue and aged debtor balances.
• Timely processing of new enrolment invoices and account setup.
• Accurate maintenance of the Advanced Fee Register.
• Successful monitoring and reconciliation of Sentral settlements.
• Compliance with Accounts Receivable SOP requirements.
• High level of accuracy in billing, receipting, and account maintenance.
• Positive customer service outcomes and stakeholder satisfaction.

Knowledge, Skills and Experience

Essential

• Experience in an Accounts Receivable, Finance Administration, or Accounting role.
• Strong reconciliation skills and attention to detail.
• Experience using accounting software such as Xero or equivalent.
• Intermediate Microsoft Excel skills.
• Ability to manage competing priorities and meet deadlines.
• Strong communication and customer service skills.
• Ability to maintain confidentiality and handle sensitive financial information.

Desirable

• Experience working within a school or educational environment.
• Experience using Sentral or similar management systems.
• Knowledge of fee management and debtor monitoring processes.
• Understanding of payment gateways and reconciliation processes.

Personal Attributes

• Highly organised and detail-oriented.
• Strong analytical and problem-solving skills.
• Professional and customer-focused approach.
• Reliable, accountable, and proactive.
• Ability to work collaboratively within a team environment.
• Commitment to accuracy, compliance, and continuous improvement.

Working Relationships

Internal

• Head of Business and Finance
• Finance Team
• Enrolments Team
• Executive Staff

External

• Parents and Families
• Payment Service Providers
• Banking Institutions
• External Auditors (as required)

This position plays a critical role in maintaining the integrity of the College's fee collection processes and supporting effective financial operations.