Office and Billing Administrative Coordinator
About The Position
LeafSpring School at Three Chopt is seeking a highly capable, organized, and professional Office Manager & Billing Coordinator to serve as the operational backbone of our school. This is not a traditional receptionist role. You will manage family billing and accounts, oversee enrollment, maintain licensing compliance, and step in as Administrator-in-Charge, all while being the warm, welcoming face families see every day. This role requires someone who can understand how our entire program fits together and use that understanding to solve problems independently, not just follow a checklist. You'll need to stay accurate and composed under real pressure with frequent interruptions.
Requirements
- Experience with billing, accounts receivable, bookkeeping, or office management
- Proven ability to manage high volume and frequent interruptions without sacrificing accuracy
- Strong independent judgment and problem-solving skills
- Warm, professional, and skilled at difficult conversations, including those about money
- Proficiency in Microsoft Office
- High school diploma required
- Current notary public or willingness to obtain within 6 months
- At least one year of relevant experience preferred
- Flexibility Monday through Friday between 7:00 am and 6:00 pm, with occasional after-hours needs
- Willingness to support in classrooms as needed to cover ratios
Nice To Haves
- Experience in a school, childcare, or family-focused setting is a plus
- Procare experience preferred
- Associate or Bachelor's degree preferred
Responsibilities
- Manage all family billing, tuition payments, account balances, and collections with a high degree of accuracy and confidentiality
- Reconcile payments, track outstanding balances, and resolve billing questions with families professionally and tactfully
- Support basic accounting functions and financial reporting for school leadership
- Maintain student records and files in compliance with state licensing requirements and school policies
- Serve as Administrator-in-Charge when needed, making real-time decisions about scheduling, staffing, and classroom ratios
- Manage enrollment, attendance, and family data in our database (Procare)
- Serve as the primary point of contact for current and prospective families by phone, email, and in person
- Guide families through inquiries, tours, and registration
- Communicate with families on behalf of school leadership
- Partner with school leadership on administrative projects, planning, and office systems
- Support classrooms as needed, including covering breaks and ratios
Benefits
- Free food & snacks
- Health insurance
- Paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
