Debtors Fee Administrator (Education Industry)

SUMMARY:
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POSITION INFO:

A highly prestigious educational institution is seeking a meticulous, confident and relationship-driven Debtors Fees Administrator to join its Finance Office. The school is based in Cape Towns Southern Suburbs.

This role is not “just invoicing.” It is the financial heartbeat behind school fee management, ensuring accurate billing, responsible collections, sensitive engagement with families, and absolute financial integrity.

The successful person will combine strong credit control expertise with emotional intelligence, professionalism and discretion when dealing with parents and guardians.

Please email your CV to or apply here directly.

Key Responsibilities: Billing & Ledger Management

• Generate and distribute accurate termly invoices (tuition, boarding, transport, aftercare, tours, hot lunches, and ancillary charges)

• Maintain and reconcile the debtors’ ledger daily

• Allocate receipts accurately and ensure clean reconciliations

• Maintain up-to-date billing and pupil records

• Manage debit orders and collections

Debtor Control & Collections

• Monitor overdue accounts and oversee debt collection processes

• Supervise the Debtors Administrator in:

  • Following up overdue accounts

  • Maintaining accurate audit trails

  • Issuing letters of demand

  • Preparing accounts for legal handover

  • Liaising with attorneys

• Ensure monthly deadlines and collection targets are achieved

Parent Engagement

• Attend to fee-related queries in a professional, courteous and confidential manner

• Handle sensitive financial conversations with empathy and firmness

• Maintain confidentiality in line with POPIA and school policy

Bursaries & Scholarships

• Allocate bursaries and scholarships termly

• Process journals accurately

• Reconcile bursary ledgers annually

• Ensure alignment with award letters

Reporting & Finance Support

• Prepare weekly and monthly debtors reports

• Compile termly Finance & Risk Committee reports

• Produce ageing analyses and forecasts

• Support audit processes

• Produce annual Section 18A tax certificates for donations

Compliance

• Ensure adherence to POPIA and all relevant financial legislation

• Maintain strict confidentiality and data protection standards

Requirements

• Matric (essential)

• Tertiary qualification in Finance/Accounting (advantageous)

• Minimum 3–5 years’ experience in a similar Debtors / Fees Bursar / Credit Control role

• School or independent education experience highly advantageous

• Strong proficiency in financial systems (PASS, Sage Evolution, Pastel, Engage or similar)

• Advanced MS Office skills, particularly Excel

• High integrity and exceptional attention to detail

Key Personal Attributes

• Financially astute and process-driven

• Emotionally intelligent and professional

• Firm but respectful communicator

• Highly organised and deadline focused

• Able to work independently under pressure

• Absolute discretion and integrity