Family Enrollment & Billing Specialist

Ambassador Academy Robots & Mentors • Philadelphia, PA

1d

About The Position

The Family Enrollment & Billing Specialist oversees all parent onboarding, Brightwheel account setup, billing profiles, tuition invoicing, and payment tracking for hundreds of families across multiple Robots & Mentors program sites. This role ensures smooth communication with parents, accurate billing, and real-time revenue reporting. The Specialist is the front-line support for families and plays a critical role in financial operations, CCIS subsidy alignment, and keeping all accounts current.

Requirements

• 1–3 years of experience in enrollment, billing, family-services administration, or school operations.
• Strong technical skills with billing platforms (Brightwheel, Procare, or similar).
• Excellent communication and customer service skills.
• Extremely organized, able to manage large volumes of families/data.

Nice To Haves

• Experience with childcare subsidy systems (CCIS/ELRC) is a plus.

Responsibilities

• Manage all new family intake steps from acceptance to full enrollment.
• Create and activate Brightwheel family accounts.
• Guide parents through app setup, student profiles, and attendance procedures.
• Ensure all required forms are collected (emergency contacts, health records, etc.).
• Set up billing profiles for all new families in Brightwheel.
• Generate weekly/monthly invoices based on program schedules.
• Track, record, and reconcile payments for 200–300 families.
• Manage auto-pay enrollment, declined payments, and failed transactions.
• Handle payment plans, credits, adjustments, and refunds.
• Process and track CCIS subsidy attendance and reimbursement reporting.
• Respond to parent billing questions with speed and professionalism.
• Send reminders for overdue accounts.
• Provide onboarding support for families unfamiliar with digital billing tools.
• Maintain high-quality customer service and quick response times.
• Maintain a master payment tracker for all families.
• Provide weekly revenue reports to leadership on: Total collected, Outstanding balances, Subsidy reimbursement status, Expiring subsidy paperwork, Collection concerns.
• Identify trends, risks, and families needing follow-up.
• Maintain clean, accurate digital records for all billing and enrollment interactions.
• Update SOPs for billing, onboarding, and communication workflows.
• Maintain the Brightwheel billing system with 100% accuracy.

Benefits

• Competitive salary
• Opportunity for advancement
• Training & development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED