Client Services & Accounts Coordinator | Fixed Term Contract

Core responsibilities

Accounts, invoicing and administration

* Oversee the shared accounts inbox; prepare credit requests and handle routine billing questions from families, schools and local authorities.
* Maintain debtor reports, follow up unpaid balances courteously by email and telephone, and escalate sensitive or unresolved issues to management.
* Record and check bank and Direct Debit payments, match remittance information and maintain accurate client balances in TutorCruncher and related systems.
* Support monthly invoicing checks, rate and lesson corrections, purchase-order tracking and the submission of invoices through customer portals.
* Run the existing daily automated quality assurance (QA) process, review the results and investigate or escalate any issues identified.

Client onboarding and tuition coordination

* Prepare tutor-proposal communications, add agreed rates and deadlines, and follow up with prospective clients appropriately.
* Issue registration invoices, track payments, send tutor introductions and coordinate next steps for trial lessons and continuing tuition.
* Update jobs, client/tutor rates and tracking records; liaise with Client Managers and Education Consultants to ensure an efficient, accurate client journey.

First-line enquiries and wider team support

* Answer and triage incoming telephone, website live-chat and email enquiries; capture key details, answer straightforward questions and route complex enquiries to the relevant colleague.
* Provide occasional basic lead-handling or Client Manager cover when colleagues are unavailable, rather than holding a primary client-management portfolio.
* Maintain accurate Excel-based operational reports and provide other practical administrative support as priorities evolve.

Requirements

Essential

* Excellent spoken and written English, a warm and professional telephone manner, empathy, tact and confidence communicating with UK families and organisations. The ability to create positive rapport with sincerity.
* Proven experience in a client-services, accounts administration, billing/receivables or operations-support role; comfortable balancing customer-facing work with detail-heavy administration.
* Strong attention to detail, ownership of tasks, sound judgement and the ability to prioritise competing deadlines while working remotely.
* Very good Excel and Microsoft 365 skills, including confidently using and checking structured spreadsheets, exports, filters, formulas and shared records.
* Comfort handling confidential information and following access-control and safeguarding escalation procedures relevant to a children’s education provider.

Desirable

* Hands-on experience with Xero, customer/tuition management systems, accounts receivable, Direct Debit administration or invoice portals.
* Experience with CRM software, shared inboxes, live-chat platforms, Slack and cross-functional workflow coordination.
* Previous experience serving UK-based customers, education organisations or service businesses.

Working arrangements and onboarding

* Dedicated full-time resource based in Cape Town, working remotely and covering agreed UK working hours (including telephone and live-chat availability).
* Target start: 23rd November 2026, ideally allowing a handover before the current employee begins maternity leave at the end of November.
* The initial requirement is expected to be 9–12 months, with the possibility of an extension or a continuing role as the business grows; no ongoing position is guaranteed.