[Hiring] Client Services & Accounts Coordinator @VirtuHire

Role Description

They are looking for a capable, friendly and highly organised professional to support day-to-day client operations during a colleague’s maternity leave. This is a varied, hands-on position combining accounts administration, client onboarding and first-line enquiries. It is not a conventional sales Account Manager position or a high-volume call-centre role.

Core Responsibilities

• Accounts, invoicing and administration
  • Oversee the shared accounts inbox; prepare credit requests and handle routine billing questions from families, schools and local authorities.
  • Maintain debtor reports, follow up unpaid balances courteously by email and telephone, and escalate sensitive or unresolved issues to management.
  • Record and check bank and Direct Debit payments, match remittance information and maintain accurate client balances in TutorCruncher and related systems.
  • Support monthly invoicing checks, rate and lesson corrections, purchase-order tracking and the submission of invoices through customer portals.
  • Run the existing daily automated quality assurance (QA) process, review the results and investigate or escalate any issues identified.
• Client onboarding and tuition coordination
  • Prepare tutor-proposal communications, add agreed rates and deadlines, and follow up with prospective clients appropriately.
  • Issue registration invoices, track payments, send tutor introductions and coordinate next steps for trial lessons and continuing tuition.
  • Update jobs, client/tutor rates and tracking records; liaise with Client Managers and Education Consultants to ensure an efficient, accurate client journey.
• First-line enquiries and wider team support
  • Answer and triage incoming telephone, website live-chat and email enquiries; capture key details, answer straightforward questions and route complex enquiries to the relevant colleague.
  • Provide occasional basic lead-handling or Client Manager cover when colleagues are unavailable, rather than holding a primary client-management portfolio.
  • Maintain accurate Excel-based operational reports and provide other practical administrative support as priorities evolve.

Qualifications

• Excellent spoken and written English, a warm and professional telephone manner, empathy, tact and confidence communicating with UK families and organisations.
• Proven experience in a client-services, accounts administration, billing/receivables or operations-support role; comfortable balancing customer-facing work with detail-heavy administration.
• Strong attention to detail, ownership of tasks, sound judgement and the ability to prioritise competing deadlines while working remotely.
• Very good Excel and Microsoft 365 skills, including confidently using and checking structured spreadsheets, exports, filters, formulas and shared records.
• Comfort handling confidential information and following access-control and safeguarding escalation procedures relevant to a children’s education provider.

Desirable

• Hands-on experience with Xero, customer/tuition management systems, accounts receivable, Direct Debit administration or invoice portals.
• Experience with CRM software, shared inboxes, live-chat platforms, Slack and cross-functional workflow coordination.
• Previous experience serving UK-based customers, education organisations or service businesses.

Working Arrangements and Onboarding

• Dedicated full-time resource based in Cape Town, working remotely and covering agreed UK working hours (including telephone and live-chat availability).
• Target start: 23rd November 2026, ideally allowing a handover before the current employee begins maternity leave at the end of November.
• The initial requirement is expected to be 9–12 months, with the possibility of an extension or a continuing role as the business grows; no ongoing position is guaranteed.