Office and Billing Administrative Coordinator

LeafSpring Schools; Virginia (MN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Free food & snacks

Health insurance

Paid time off

Job summary

LeafSpring School at Three Chopt is seeking an Office & Billing Administrative Coordinator to be the operational backbone of our school, handling family billing, enrollment, licensing compliance, and acting as Administrator-in-Charge. You’ll be the warm, welcoming face families see daily.

Ideal candidates bring billing, accounts receivable, bookkeeping, or office management experience, with strong problem-solving skills and the ability to stay accurate under pressure.

Qualifications

• Billing, accounts receivable, bookkeeping, or office management experience.
• Ability to manage high volume and frequent interruptions without sacrificing accuracy.
• Strong independent judgment and problem-solving skills.
• Willingness to cover classroom ratios and support in classrooms when needed.
• Notary public current or willingness to obtain within 6 months.

Responsibilities

• Manage all family billing, tuition payments, and account balances with confidentiality.
• Reconcile payments, track balances, and resolve billing questions professionally.
• Support basic accounting functions and financial reporting for school leadership.
• Maintain student records in compliance with licensing and school policies.
• Serve as Administrator-in-Charge when needed, including scheduling and staffing decisions.
• Oversee enrollment, attendance, and family data in Procare.

Skills

Billing

Accounts receivable

Bookkeeping

Office management

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Microsoft Office

Procare

Job description

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.

Benefits

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

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