Client Services & Accounts Coordinator

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Assist with daily client operations during a colleague's maternity leave.

• Manage the shared accounts inbox; prepare credit requests and address routine billing inquiries.

• Maintain debtor reports, follow up on unpaid balances, and escalate sensitive or unresolved matters.

• Record and verify bank and Direct Debit payments, match remittance details, and ensure accurate client balances in TutorCruncher and associated systems.

• Aid in monthly invoicing checks, rate and lesson adjustments, purchase-order tracking, and invoice submission via customer portals.

• Execute the daily automated quality assurance process, assess results, and investigate or escalate issues as necessary.

• Prepare communications for tutor proposals, including agreed rates and deadlines, and follow up with prospective clients.

• Issue registration invoices, track payments, send tutor introductions, and coordinate trial lessons and ongoing tuition.

• Update job postings, client/tutor rates, and tracking records; collaborate with Client Managers and Education Consultants.

• Respond to and triage telephone, website live-chat, and email inquiries; capture information, address straightforward questions, and direct complex inquiries appropriately.

• Provide occasional basic lead-handling or cover for Client Managers.

• Maintain precise Excel-based operational reports and offer practical administrative support.

⛳️ Requirements

• Exceptional spoken and written English, a warm and professional telephone manner, empathy, tact, and confidence in communicating with UK families and organizations, along with the ability to build genuine rapport.

• Demonstrated experience in client services, accounts administration, billing/receivables, or operations support; comfortable balancing customer-facing tasks with detail-oriented administration.

• Strong attention to detail, ownership of responsibilities, sound judgment, and the capacity to prioritize competing deadlines while working remotely.

• Proficient in Excel and Microsoft 365, including confidence in using and reviewing structured spreadsheets, exports, filters, formulas, and shared records.

• Comfortable managing confidential information and adhering to access control and safeguarding escalation procedures pertinent to a children's education provider.

• Hands-on experience with Xero, customer/tuition management systems, accounts receivable, Direct Debit administration, or invoice portals (desirable).

• Familiarity with CRM software, shared inboxes, live-chat platforms, Slack, and cross-functional workflow coordination (desirable).

• Previous experience serving UK-based customers, educational organizations, or service businesses (desirable).

• Full-time resource based in Cape Town, working remotely and covering agreed UK working hours.

• Target start date: 23rd November 2026.

• Initial requirement expected to last 9–12 months, with the possibility of extension or a continuing role; no ongoing position guaranteed.

🏝️ Benefits

• Opportunity to gain valuable experience in client operations and administration.

• Work in a dynamic and supportive environment.

• Flexibility of remote working while covering UK hours.