Requirements
The ideal candidate will possess a Bachelor's Degree in Accounting, Finance, Business Administration, or a related field, with a minimum of 5 years of experience in Accounts Receivable, Collections, Finance, or Accounting. Experience within the education sector is highly desirable, as is experience managing educational coupons, sponsorship claims, or government funding schemes. Core competencies include strong technical skills in fee collection, parent account reconciliation, cash handling, financial reporting, and proficiency in accounting systems and Microsoft Office, particularly Excel. Behavioral competencies such as attention to detail, strong communication, problem-solving, and accountability are essential.
Description
Collection OfficerJob SummaryThe Collection Officer is responsible for managing student fee collections, parent accounts, educational coupons and claims, cash handling, financial documentation, and related administrative processes. The role plays a key part in maintaining the school's financial health by ensuring timely fee collection, accurate record keeping, effective communication with parents and external institutions, and compliance with school financial policies and procedures.The Collection Officer also supports the Finance Department through reporting, account reconciliation, vendor coordination, and selected procurement and operational activities as required.Key Responsibilities Fee Collection & Revenue ManagementCollect tuition fees, registration fees, transportation fees, and other school-related payments in a timely and professional mannerProcess and record additional income streams, including after-school activities, school trips, uniforms, books, photographs, testing fees, and other student servicesEnsure all payments are accurately recorded and allocated to the correct student and parent accountsMaintain accurate fee collection records and ensure daily updating of financial systemsMonitor collections against budget targets and support the achievement of school revenue objectivesPrepare and maintain daily, weekly, and monthly collection reports and revenue analysesFollow up on overdue accounts through phone calls, emails, SMS reminders, and direct communication with parents Parent Account ManagementMaintain full responsibility for parent accounts, including account reconciliation, payment tracking, discounts, waivers, refunds, additions, and cancellationsEnsure all account adjustments are properly documented and communicated to the Finance Department for accounting entriesProvide parents with account statements, payment confirmations, and official financial letters, including To Whom It May Concern certificatesRespond promptly and professionally to parent enquiries regarding fees, balances, payment schedules, and school financial policiesEnsure all parents sign and acknowledge the annual Financial Policy during registration or re-registrationReview outstanding balances regularly and prepare delinquency reports for management Educational Coupons & Corporate Sponsorship ClaimsManage the complete Educational Coupon process from collection to final settlementVerify submitted educational coupons for accuracy, validity, and compliance with Ministry requirementsFollow up with parents regarding missing or expired educational couponsPrepare and upload all required supporting documentation to relevant Ministry systemsGenerate and submit educational coupon invoices within Ministry timelinesMonitor and follow up with the Ministry of Education regarding invoice status and payment schedulesPrepare invoices and supporting documentation for companies, government entities, and organizations sponsoring employee tuition feesFollow up with sponsoring organizations to ensure timely settlement of outstanding balances Cash Management & Financial AdministrationManage cash collections and ensure proper safeguarding of funds in accordance with school policiesPrepare and maintain the Daily Cash Book and daily transaction recordsEnsure timely deposit of funds into school bank accountsPrepare, issue, and maintain receipts, payment vouchers (PVs), and related financial documentationMaintain accurate filing systems for financial documents and parent recordsSubmit daily financial reports and supporting documentation to the AccountantPerform regular backups of financial records and parent account dataSupport reimbursement processes and ensure accuracy and timely processingHandle school petty cash Accounts & Operational SupportPrepare periodic reports on: Fee collection performanceParent balancesEducational coupon collectionsOther school income streamsReview and process supplier payment requests in coordination with the Finance DepartmentAssist with invoice verification and payment processingMonitor recurring operational payments such as utilities, telecommunications, and service providers, ensuring timely settlementCoordinate with service providers to arrange new utility or communication services as approved by management Procurement & Vendor Coordination (When Required)Support the procurement process by obtaining quotations and comparing prices from approved suppliers specially for canteen and uniformCoordinate with vendors regarding approved purchase requests and delivery schedulesRecommend cost-effective purchasing solutions while maintaining required quality standardsMaintain positive and professional relationships with vendors and service providersEnsure purchasing documentation is complete and properly coordinated with the Finance Department Communication & Stakeholder ManagementBuild and maintain positive relationships with parents, staff, vendors, ministries, and external organizationsHandle sensitive financial matters professionally, confidentially, and diplomaticallyPromote excellent customer service while maintaining compliance with school policiesProvide management with timely and accurate information to support decision-making General Administrative ResponsibilitiesPrepare regular and ad-hoc reports related to collections, accounts, and finance activitiesOrganize and prioritize daily, weekly, and monthly responsibilities to meet deadlinesMaintain confidentiality of all financial, student, and parent informationContribute to process improvement initiatives and operational efficiencySupport colleagues and other administrative departments during peak periods when requiredPerform any other duties reasonably assigned by school managementKey Performance Indicators (KPIs)Collection Rate vs. TargetOutstanding Parent Balance ReductionAccuracy of Parent Accounts and RecordsTimeliness of Fee Collection Follow-upEducational Coupon Collection & Settlement RateAccuracy and Timeliness of Financial ReportingCompliance with Financial Policies and ProceduresParent Satisfaction Regarding Financial ServicesAccuracy of Cash Book and Daily ReconciliationsTimely Processing of Payments and Financial DocumentationRequirementsEducationBachelor's Degree in Accounting, Finance, Business Administration, or a related fieldExperienceMinimum 5 years of experience in Accounts Receivable, Collections, Finance, or AccountingExperience within the education sector is highly desirableExperience managing educational coupons, sponsorship claims, or government funding schemes is an advantageCore CompetenciesTechnical CompetenciesFee Collection & Accounts Receivable ManagementParent Account ReconciliationCash Handling & Financial ControlsFinancial Reporting & Data AnalysisEducational Coupon & Claims ManagementBudget MonitoringProcurement & Vendor CoordinationMicrosoft Office (particularly Excel)Accounting Systems and Financial SoftwareBehavioral CompetenciesAttention to Detail and AccuracyStrong Communication and Customer Service SkillsRelationship Management and Negotiation SkillsProblem Solving and Analytical ThinkingTime Management and PlanningAccountability and IntegrityAdaptability and FlexibilityTeamwork and CollaborationAbility to Work IndependentlyProfessionalism and ConfidentialityBenefitsMonthly gross salary ranging between QR 6,000 - QR 7,500, depending on applicant's qualifications and years of experienceEnd of service benefit equivalent to one-month basic monthly salary for every full year of service. The basic salary is 70 % of the gross salary quoted above. The end-of-service benefit is paid when staff complete a minimum of one yearAnnual summer leave of 40 days upon completing one full academic year. Package does not include housing, transportation or summer tickets