: Accounts Executive Fees Management & Collections

Organisations: Rise N Shine Nursery & Radiant Minds Education

Job Title: Accounts Executive Fees Management & Collections

Employment Type: Full-Time

Work Location: Completely Remote / Work From Home

Working Days: Monday to Saturday (6 days a week)

Working Hours: 9-hour shift per day

Monthly Salary: 50,00060,000, depending on experience and suitability

About the Role

We are looking for a highly organised, proactive, and detail-oriented Accounts Executive to manage fee collection, invoicing, payment tracking, outstanding balances, and accounts-related follow-ups across two organisations: Rise N Shine Nursery and Radiant Minds Education.

Rise N Shine Nursery provides early years childcare and education, while Radiant Minds Education is a training provider offering professional qualifications and training programmes.

The candidate will be responsible for maintaining accurate and up-to-date financial records for nursery children and training learners, ensuring invoices are raised on time, payments are recorded correctly, and outstanding fees are followed up promptly.

This role requires a strong sense of ownership, excellent communication skills, confidence in making payment reminder calls, and the ability to manage a high volume of accounts without overlooking any outstanding payment.

The ideal candidate will take responsibility for ensuring that every invoice, payment, instalment, and overdue balance is properly tracked and followed up until resolved.

As this is a fully remote position, the candidate must be self-motivated, disciplined, comfortable working independently, and capable of maintaining consistent communication with parents, learners, and internal management.

Key Responsibilities

1. Nursery Fee Management Rise N Shine Nursery

- Maintain accurate and up-to-date records of fees payable by all enrolled children.
- Prepare, raise, and issue invoices to parents in accordance with the nursery's fee structure, payment schedules, funding arrangements, and agreed terms.
- Track monthly nursery fees, deposits, registration fees, settling-in fees, additional charges, and any other applicable payments.
- Monitor all incoming payments and update the relevant records promptly to ensure that receipts are correctly allocated to the appropriate child and invoice.
- Identify overdue invoices, missed payments, underpayments, and discrepancies in fee accounts.
- Proactively contact parents by telephone, email, or other approved communication channels to remind them of upcoming and overdue payments.
- Follow up consistently with parents until outstanding payments are received or the matter is escalated to management.
- Maintain a clear record of all communication with parents, including call outcomes, payment promises, expected payment dates, and agreed arrangements.
- Monitor changes in children's attendance, room allocation, funding eligibility, and fee arrangements where these affect invoices, in coordination with the nursery management team.
- Ensure that payments, adjustments, credits, and funding-related changes are accurately reflected in the accounts.
- Escalate persistent non-payment, disputed invoices, or unresolved account discrepancies to management in a timely manner.

2. Learner Fee Management – Radiant Minds Education

- Maintain complete and accurate fee records for learners enrolled in the organisation's training courses and qualification programmes.
- Track course fees, registration charges, instalment plans, payment deadlines, outstanding balances, and any agreed payment arrangements.
- Ensure that every learner has a clear payment record and that no instalment or scheduled payment is overlooked.
- Monitor upcoming instalment dates and contact learners in advance to remind them of their payment obligations.
- Make regular follow-up calls and send appropriate reminders to learners whose payments are due or overdue.
- Follow up on missed instalments, partial payments, failed transactions, and outstanding course fees until the matter is resolved or escalated.
- Maintain clear records of learner payment commitments, follow-up dates, responses, and reasons for delayed payments.
- Coordinate with admissions, course administration, assessors, and management where learner enrolment details or course changes affect payment arrangements.
- Identify learners with recurring payment delays and provide timely updates to management.
- Ensure all learner accounts remain accurate, transparent, and up to date throughout the duration of their enrolment.

3. Invoicing, Payment Tracking and Reconciliation





- Raise and issue invoices accurately and within the required timelines.
- Maintain a centralised record of invoices raised, payments received, outstanding balances, and overdue accounts for both organisations.
- Verify payment information against available bank statements, payment confirmations, or authorised payment records.
- Record and allocate payments to the correct parent, child, learner, invoice, and payment period.
- Identify discrepancies between invoices, payments received, and outstanding balances.
- Investigate missing payments, duplicate entries, incorrect allocations, and differences in account balances.
- Maintain a clear audit trail of invoices, payment records, adjustments, and follow-up actions.
- Prepare regular reports showing total invoiced amounts, collections received, outstanding fees, overdue accounts, and upcoming payment deadlines.
- Support month-end account reviews and provide management with accurate collection and outstanding-payment summaries.
- Ensure that no invoice, payment, instalment, or overdue account is left unrecorded or without an appropriate follow-up action.

4. CRM and Financial Record Management

- Maintain accurate and current records in the organisation's CRM, accounting software, spreadsheets, and other approved systems.
- Update each child's and learner's account with invoices, payments, outstanding balances, follow-up notes, and next action dates.
- Record every relevant phone call, email, reminder, payment commitment, and escalation in the CRM system.
- Ensure that the status of each account is clearly visible, such as paid, partially paid, due, overdue, awaiting confirmation, disputed, or escalated.
- Maintain a reliable follow-up schedule so that upcoming instalments and overdue accounts are never missed.
- Regularly review CRM records to identify missing information, overdue follow-ups, duplicate entries, and inconsistencies.
- Ensure that all financial records are organised, accessible to authorised staff, and maintained in accordance with internal procedures and data protection requirements.

5. Fee Collection and Follow-Up

- Take full ownership of the fee collection process from invoice issuance through payment receipt and account closure.
- Make regular outbound calls to parents and learners regarding upcoming payments, overdue fees, and missed instalments.
- Follow a structured reminder process, including advance reminders, payment-due notifications, overdue follow-ups, and escalation where required.
- Communicate payment expectations, deadlines, outstanding balances, and approved payment arrangements clearly and professionally.
- Obtain realistic payment commitments from parents and learners and follow up on the agreed dates.
- Maintain a daily list of payments due, payments expected, overdue accounts, and pending follow-up actions.
- Prioritise high-value outstanding balances, long-overdue accounts, and accounts with repeated missed commitments.
- Ensure that no account remains unattended simply because a reminder was missed or a follow-up was not recorded.
- Escalate accounts that remain unpaid after the prescribed follow-up process, following management-approved procedures.
- Maintain a professional, respectful, and solution-focused approach while ensuring that payment obligations are communicated firmly and consistently.

6. Reporting and Management Updates

- Prepare daily updates on payments received, payments expected, overdue accounts, and follow-up activities.
- Provide weekly collection reports separately for Rise ’N’ Shine Nursery and Radiant Minds Education.
- Maintain an updated list of all outstanding accounts, including the amount due, due date, duration overdue, last contact date, and next action.
- Highlight accounts where payment has been promised but not received.
- Report recurring collection issues, unusual payment patterns, and potential risks to cash flow.
- Support management with monthly summaries of total fees invoiced, total collections, outstanding balances, and collection performance.
- Ensure reports are accurate, timely, and supported by the underlying financial records.
- Proactively notify management of discrepancies, system issues, or any matter that could affect fee collection or financial accuracy.





Essential Skills and Requirements

- Previous experience in accounts, billing, fee collection, credit control, accounts receivable, or payment follow-up.
- Robust numerical and analytical skills, with excellent attention to detail.
- Experience preparing invoices, tracking payments, managing outstanding balances, and maintaining financial records.
- Confidence in making regular outbound calls to parents, learners, customers, or clients regarding payments.
- Excellent verbal and written communication skills.
- Strong organisational skills and the ability to manage multiple accounts, payment deadlines, and follow-up schedules simultaneously.
- Good working knowledge of Microsoft Excel or Google Sheets, including maintaining trackers and preparing reports.
- Experience using CRM systems, accounting software, or other financial record-management tools.
- Ability to identify discrepancies, investigate payment issues, and maintain accurate records.
- Strong follow-through, accountability, and a proactive approach to resolving outstanding payments.
- Ability to work independently in a fully remote environment and manage time effectively.
- Professional handling of confidential financial and personal information.

Preferred Qualifications and Experience

- A degree, diploma, or relevant qualification in Accounting, Finance, Commerce, or Business Administration.
- Experience in accounts receivable, credit control, collections, or fee administration.
- Previous experience working with a nursery, childcare setting, education provider, training institute, or course-fee payment system.
- Familiarity with recurring monthly payments, learner instalment plans, invoice management, and payment reconciliation.
- Experience maintaining CRM systems and preparing daily, weekly, and monthly financial reports.

Key Performance Indicators (KPIs) Performance will be assessed against the following measures:

1. Invoice accuracy: Invoices are raised correctly and issued within the agreed timelines.
2. Payment tracking: All payments received are recorded and allocated accurately.
3. Collection follow-up: Every due and overdue account receives the required follow-up within the agreed timeframe.
4. No missed instalments: All scheduled payments are tracked, with reminders and follow-ups completed as required.
5. CRM accuracy: Account records, call notes, payment commitments, and next action dates are maintained consistently.
6. Outstanding account management: Overdue balances are actively monitored, followed up, and escalated where necessary.
7. Reporting: Daily, weekly, and monthly reports are submitted accurately and on time.
8. Reconciliation: Payment discrepancies are identified and resolved or escalated promptly.
9. Accountability: Promised payments and pending actions are monitored until resolved.
10. Professional communication: Parents and learners receive clear, timely, respectful, and consistent payment communications.

Confidentiality and Professional Conduct The Accounts Executive will have access to sensitive financial records, parent and learner contact details, and internal business information. The successful candidate must maintain strict confidentiality, follow approved data protection and information-security procedures, and use financial information only for authorised business purposes. The candidate must not make unauthorised changes to fee structures, payment terms, refunds, discounts, or account adjustments. Any disputed payment, exceptional arrangement, or suspected discrepancy must be documented and referred to the appropriate manager.

What We Are Looking For

We are looking for someone who takes ownership of their responsibilities and understands that accurate fee management is essential to the smooth running of both organisations.

The ideal candidate will not simply update spreadsheets or make occasional reminder calls. They will actively monitor every account, anticipate upcoming payments, follow up on missed instalments, maintain accurate CRM records, and ensure that management always has a clear picture of the financial position.

The primary objective of this role is to ensure that every fee due is accounted for, every payment received is recorded, every outstanding balance is followed up, and no payment is missed due to a lack of tracking or follow-through.

How to Apply

Candidates with relevant experience in accounts management, invoicing, payment collection, and outstanding-fee follow-up are encouraged to apply.

Please submit your CV highlighting your relevant experience, accounting or CRM software knowledge, and experience managing customer or learner payments.

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