Family Enrollment Billing Specialist

AMBASSADOR ACADEMY ROBOTS & MENTORS; Philadelphia (Philadelphia County); Remote; USD 40,000 - 50,000; Full time

Benefits offered by this job

Competitive salary

Opportunity for advancement

Training & development

Job summary

An educational organization located in Philadelphia is hiring a Family Enrollment & Billing Specialist to oversee parent onboarding and billing processes. The ideal candidate will manage enrollment, generate invoices, and maintain communication with families to ensure smooth operations. They should have 1–3 years of experience in a related field, possess strong technical and communication skills, and be highly organized. This role can be performed remotely, allowing flexibility in work arrangements.

Qualifications

• 1–3 years of experience in enrollment, billing, family-services administration, or school operations.
• Extremely organized, able to manage large volumes of families/data.
• Experience with childcare subsidy systems (CCIS/ELRC) is a plus.

Responsibilities

• Oversee all parent onboarding and billing profiles.
• Manage new family intake steps from acceptance to full enrollment.
• Generate weekly/monthly invoices based on program schedules.
• Respond to parent billing questions with speed and professionalism.
• Maintain clean, accurate digital records for all interactions.

Skills

Technical skills with billing platforms

Communication skills

Organizational skills

Customer service skills

Tools

Brightwheel

Procare

Job description

Benefits

• Competitive salary
• Opportunity for advancement
• Training & development

Position Summary

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.

Key Responsibilities

Family Onboarding

• 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.).

Billing & Tuition Management

• Set up billing profiles for all new families in Brightwheel.
• Generate weekly/monthly invoices based on program schedules.
• Track, record, and reconcile payments for 200–400 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.

Parent Communication

• 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.

Revenue Reporting

• 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.

Systems & Documentation

• 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.

Qualifications

• 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.
• Experience with childcare subsidy systems (CCIS/ELRC) is a plus.
• Ability to work remotely and maintain consistent productivity.