Hamelin-Laie International School Barcelona, part of the Nord Anglia Education group, offers a world-class education to students aged 4 months to 18 years. Located in vibrant Barcelona, Spain, our international community celebrates diversity and embraces over 40 nationalities.
At Hamelin-Laie, we nurture open-minded, resilient, and confident individuals through our holistic educational approach. Our curriculum inspires students to become socially, emotionally, and ethically aware, preparing them for an ever-changing world.
As a member of our dynamic team, you'll have the opportunity to shape the minds of tomorrow's leaders and collaborate with passionate educators from around the globe. Join us at Hamelin-Laie International School Barcelona and make a difference in the lives of our students. Together, we'll create a truly transformative learning experience.
**Location**: Montgat (Barcelona, Spain)
**Reporting to**: Finance 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 November.
- 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.
- 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.
**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**
- Invoicing volume:
- 2023/24 academic year: 22,842 invoices issued
- 2024/25 (to date): 15,245 invoices issued (enrolment invoices pending)
- 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 prefe