– Sales & Fee

Collections Executive

Company:

Pilots Academy

Location:

Gurugram

Department:

Admissions / Sales & Collections

Employment Type:

Full-Time

Role Overview

Pilots Academy is looking for a proactive and target-driven Sales & Fee Collections Executive responsible for converting prospective students into enrolments and ensuring timely collection of course fees from enrolled students.

The person will manage the complete student journey from the first enquiry to admission and subsequent fee collections, with HubSpot being the primary platform for lead management, follow-ups and sales tracking.

Key Responsibilities

Sales & Admissions

● Handle incoming leads generated through Meta Ads, Google Ads, website enquiries, WhatsApp, calls and walk-ins.

● Contact new leads promptly and understand their requirements and career goals. ● Counsel prospective students and parents about Pilots Academy programs, eligibility, training process, timelines and fee structures.

● Conduct regular follow-ups through calls, WhatsApp and email.

● Convert qualified leads into confirmed admissions.

● Schedule counselling sessions, academy visits and meetings with students and parents.

● Work towards monthly admission and revenue targets.

● Handle objections and guide students and parents through the decision-making process.

HubSpot Lead Management

● Manage all incoming leads and student enquiries through HubSpot CRM

. ● Ensure every lead is correctly assigned, updated and moved through the appropriate sales pipeline stage.

● Log calls, meetings, WhatsApp conversations, emails and follow-up notes in HubSpot.

● Create and complete follow-up tasks to ensure no lead is missed. ● Maintain accurate lead status, deal stage and next-action details. ● Track lead movement from:

New Lead → Contacted → Follow-up → Counselling → Interested → Admission → Closed





● Maintain complete visibility of the sales pipeline for the management team. ● Identify inactive or cold leads and initiate structured follow-ups.

● Ensure lead data in HubSpot remains clean, complete and up to date. ● Use HubSpot reports and dashboards to track sales activities and conversion performance.

Fee Collections

● Maintain complete records of fees due, received and outstanding for every enrolled student.

● Follow up with students and parents regarding upcoming and overdue payments. ● Ensure fee instalments are collected according to the agreed payment schedule. ● Send timely payment reminders through calls, WhatsApp and email. ● Maintain records of payment commitments and expected payment dates. ● Coordinate with the accounts and management teams regarding outstanding payments.

● Escalate significantly delayed payments where required.

● Ensure payment-related conversations remain professional, clear and properly documented.

● Track pending collections and expected monthly collections.

● Ensure management has transparent visibility of outstanding student fees. Reporting & Tracking The Sales & Fee Collections Executive will be responsible for maintaining and reporting:

● Number of new leads received

● Leads contacted

● Follow-ups completed

● Counselling sessions scheduled

● Admissions closed

● Lead-to-admission conversion rate

● Revenue generated

● Fees collected

● Outstanding fees

● Expected collections

● Overdue payments

● HubSpot pipeline status





Daily activities and follow-ups should be accurately reflected in HubSpot.

Candidate Requirements

● 1–3+ years of experience in sales, admissions counselling, education sales, fee collections or customer relationship management.

● Experience working with HubSpot CRM is strongly preferred

.

● Strong communication skills in English and Hindi.

● Excellent follow-up and persuasion skills.

● Comfortable speaking with both students and parents.

● Strong negotiation and objection-handling abilities.

● Target-oriented and comfortable working with sales and collection goals. ● Good working knowledge of Excel and Google Sheets.

● Strong organisational and record-keeping skills.

● Ability to handle payment-related conversations professionally and firmly. ● Experience with an education institute, coaching centre, aviation academy, ed-tech company or training institute will be preferred.

Key Performance Indicators – KPIs

Performance will be measured on:

● Lead response time

● Follow-up completion rate

● Lead-to-admission conversion rate

● Number of admissions closed

● Monthly revenue generated

● Percentage of fees collected on time

● Outstanding fee recovery

● HubSpot data accuracy

● Sales pipeline hygiene

● Student and parent communication quality

Ideal Candidate

We are looking for someone who is:

● Persistent without being aggressive

● Confident on calls

● Strong at follow-ups

● Comfortable discussing fees and payments

● Organised and process-driven

● Target-oriented

● Responsible for maintaining accurate CRM records

● Able to build trust with students and parents

● Comfortable being accountable for both admissions and collections Role Objective The person will take ownership of the complete commercial journey of a student at Pilots Academy:

📌 Sales Manager (New Delhi)
🏢 Pilots Academy
📍 New Delhi