Collection Officer

Job Summary

The Collection Officer is responsible for managing student fee collections, parent accounts, educational coupons and claims, cash handling, financial documentation, and related administrative processes. The role plays a key part in maintaining the school's financial health by ensuring timely fee collection, accurate record keeping, effective communication with parents and external institutions, and compliance with school financial policies and procedures.

The Collection Officer also supports the Finance Department through reporting, account reconciliation, vendor coordination, and selected procurement and operational activities as required.

Key Responsibilities

1. Fee Collection & Revenue Management

• Collect tuition fees, registration fees, transportation fees, and other school-related payments in a timely and professional manner.
• Process and record additional income streams, including after-school activities, school trips, uniforms, books, photographs, testing fees, and other student services.
• Ensure all payments are accurately recorded and allocated to the correct student and parent accounts.
• Maintain accurate fee collection records and ensure daily updating of financial systems.
• Monitor collections against budget targets and support the achievement of school revenue objectives.
• Prepare and maintain daily, weekly, and monthly collection reports and revenue analyses.
• Follow up on overdue accounts through phone calls, emails, SMS reminders, and direct communication with parents.

2. Parent Account Management

• Maintain full responsibility for parent accounts, including account reconciliation, payment tracking, discounts, waivers, refunds, additions, and cancellations.
• Ensure all account adjustments are properly documented and communicated to the Finance Department for accounting entries.
• Provide parents with account statements, payment confirmations, and official financial letters, including "To Whom It May Concern" certificates.
• Respond promptly and professionally to parent enquiries regarding fees, balances, payment schedules, and school financial policies.
• Ensure all parents sign and acknowledge the annual Financial Policy during registration or re-registration.
• Review outstanding balances regularly and prepare delinquency reports for management.

3. Educational Coupons & Corporate Sponsorship Claims

• Manage the complete Educational Coupon process from collection to final settlement.
• Verify submitted educational coupons for accuracy, validity, and compliance with Ministry requirements.
• Follow up with parents regarding missing or expired educational coupons.
• Prepare and upload all required supporting documentation to relevant Ministry systems.
• Generate and submit educational coupon invoices within Ministry timelines.
• Monitor and follow up with the Ministry of Education regarding invoice status and payment schedules.
• Prepare invoices and supporting documentation for companies, government entities, and organizations sponsoring employee tuition fees.
• Follow up with sponsoring organizations to ensure timely settlement of outstanding balances.

4. Cash Management & Financial Administration

• Manage cash collections and ensure proper safeguarding of funds in accordance with school policies.
• Prepare and maintain the Daily Cash Book and daily transaction records.
• Ensure timely deposit of funds into school bank accounts.
• Prepare, issue, and maintain receipts, payment vouchers (PVs), and related financial documentation.
• Maintain accurate filing systems for financial documents and parent records.
• Submit daily financial reports and supporting documentation to the Accountant.
• Perform regular backups of financial records and parent account data.
• Support reimbursement processes and ensure accuracy and timely processing.
• Handle school petty cash.

5. Accounts & Operational Support

• Prepare periodic reports on:
• Fee collection performance
• Parent balances
• Educational coupon collections
• Other school income streams
• Review and process supplier payment requests in coordination with the Finance Department.
• Assist with invoice verification and payment processing.
• Monitor recurring operational payments such as utilities, telecommunications, and service providers, ensuring timely settlement.
• Coordinate with service providers to arrange new utility or communication services as approved by management.

6. Procurement & Vendor Coordination (When Required)

• Support the procurement process by obtaining quotations and comparing prices from approved suppliers specially for canteen and uniform.
• Coordinate with vendors regarding approved purchase requests and delivery schedules.
• Recommend cost-effective purchasing solutions while maintaining required quality standards.
• Maintain positive and professional relationships with vendors and service providers.
• Ensure purchasing documentation is complete and properly coordinated with the Finance Department.

7. Communication & Stakeholder Management

• Build and maintain positive relationships with parents, staff, vendors, ministries, and external organizations.
• Handle sensitive financial matters professionally, confidentially, and diplomatically.
• Promote excellent customer service while maintaining compliance with school policies.
• Provide management with timely and accurate information to support decision-making.

8. General Administrative Responsibilities

• Prepare regular and ad-hoc reports related to collections, accounts, and finance activities.
• Organize and prioritize daily, weekly, and monthly responsibilities to meet deadlines.
• Maintain confidentiality of all financial, student, and parent information.
• Contribute to process improvement initiatives and operational efficiency.
• Support colleagues and other administrative departments during peak periods when required.
• Perform any other duties reasonably assigned by school management.

Key Performance Indicators (KPIs)

• Collection Rate vs. Target
• Outstanding Parent Balance Reduction
• Accuracy of Parent Accounts and Records
• Timeliness of Fee Collection Follow-up
• Educational Coupon Collection & Settlement Rate
• Accuracy and Timeliness of Financial Reporting
• Compliance with Financial Policies and Procedures
• Parent Satisfaction Regarding Financial Services
• Accuracy of Cash Book and Daily Reconciliations
• Timely Processing of Payments and Financial Documentation

Requirements

Education

• Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.

Experience

• Minimum 5 years of experience in Accounts Receivable, Collections, Finance, or Accounting.
• Experience within the education sector is highly desirable.
• Experience managing educational coupons, sponsorship claims, or government funding schemes is an advantage.

Core Competencies

Technical Competencies

• Fee Collection & Accounts Receivable Management
• Parent Account Reconciliation
• Cash Handling & Financial Controls
• Financial Reporting & Data Analysis
• Educational Coupon & Claims Management
• Budget Monitoring
• Procurement & Vendor Coordination
• Microsoft Office (particularly Excel)
• Accounting Systems and Financial Software

Behavioral Competencies

• Attention to Detail and Accuracy
• Strong Communication and Customer Service Skills
• Relationship Management and Negotiation Skills
• Problem Solving and Analytical Thinking
• Time Management and Planning
• Accountability and Integrity
• Adaptability and Flexibility
• Teamwork and Collaboration
• Ability to Work Independently
• Professionalism and Confidentiality

Benefits

• Monthly gross salary ranging between QR 6,000 - QR 7,500, depending on applicant's qualifications and years of experience.
• End of service benefit equivalent to one-month basic monthly salary for every full year of service. The basic salary is 70 % of the gross salary quoted above. The end-of-service benefit is paid when staff complete a minimum of one year.
• Annual summer leave of 40 days upon completing one full academic year.
• Package does not include housing, transportation or summer tickets.