Office and Billing Administrative Coordinator

Job Description

Job Description

Benefits:

• Free food & snacks
• Health insurance
• Paid time off

Office & Billing Administrative Coordinator

LeafSpring School at Three Chopt is seeking a highly capable, organized, and professional Office & Billing Administrative 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.

Key Responsibilities

Financial & Account Management

• 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

School Operations & Compliance

• 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)

Family Relations & Enrollment

• 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

Leadership Support

• Partner with school leadership on administrative projects, planning, and office systems
• Support classrooms as needed, including covering breaks and ratios

What Success Looks Like in This Role

• You understand how billing, enrollment, staffing, and licensing connect, and you use that knowledge to anticipate problems before they happen
• You apply what you know to new situations instead of waiting for step-by-step instructions
• You stay accurate and calm while handling constant interruptions and competing priorities
• Families trust you with sensitive financial and personal information

Ideal Candidate

• 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
• Experience in a school, childcare, or family-focused setting is a plus

Minimum Qualifications

• Genuine enjoyment of children and the ability to relate well to them, their families, teachers, and the public
• Proficiency in Microsoft Office; Procare experience preferred
• High school diploma required; Associate or Bachelor's degree preferred
• 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