Job Description

OBJECTIVES

The Finance Manager is responsible for assisting in budget preparation, financial reporting, accounts management, and ensuring compliance with financial policies for Hiba Academy Bay Area and related entities (hereinafter referred to as the school). In addition, the Finance Manager will be responsible for fee collection and interaction with parents in the school community, providing strong customer service skills.

KEY RESPONSIBILITIES

1. Take overall responsibility for the complete and accurate recording of accounting and financial information, and ensure the keeping of proper documents and invoices. Overall supervisory responsibility for the school in general and property accounting, internal auditing, payroll, cost accounting, and budgetary controls
2. Ensure the implementation of accounting software is sufficient to meet the schools needs during start-up and rapid growth, and that all financial and data systems are reliable and secure.
3. Design reports and processes to ensure that management receives timely and relevant information regarding all financial activities with adequate analytical support.
4. Provide detailed monthly financial reports for distribution to the Senior Leadership Team and the Steering Committee, as well as other operational data schedules to inform the daily running of the school.
5. Develop a comprehensive budget process and systems for appropriate monitoring and approval of all expenditure items. Manage the school planning, forecasting, and budgeting process.
6. Ensure recording of all sources of revenue and the full collection of accounts receivable including pursuit of overdue or unpaid balances.
7. Maintain good relations with tax authorities, resolve tax related issues and ensure that all tax filings are prepared properly and submitted on time. Work with external tax counsel, as needed.
8. Collaborate with the Central Office team in China to manage all banking relationships, ensure that appropriate funding is available to the school, and be accountable for the control of regular cash flows.
9. Coordinate with auditors and other regulatory bodies and ensure all statutory and regulatory reports are prepared properly and filed on time.
10. Develop internal systems and processes to minimize the schools exposure to financial risk, counterparty risk, exchange risk, and other risks.
11. Manage tuition payments and finance-related communications with families
12. Participate in any other projects or tasks relating to the continuous improvement, development or administration of the school as required by the Senior Leadership Team.
13. Monitor changes in financial reporting requirements, tax laws, and accounting technologies, proactively updating internal processes and advising leadership on implications for the school.
14. Performs other duties as necessary in support of school objectives.

DUTIES/RESPONSIBILITIES

FINANCE & ACCOUNTING

• Assist in the preparation of budgets, financial forecasts, and monthly management reports to support decision-making.
• Maintain accurate accounting records, ensuring timely invoicing and collection of student fees.
• Support the preparation of statutory financial statements and ensure compliance with tax regulations.
• Monitor financial transactions to ensure accuracy and integrity in financial reporting.
• Develop and implement policies to improve financial processes, including tuition collection and financial aid disbursement.
• Ensure adherence to U.S. nonprofit financial regulations, internal control frameworks, and reporting standards, including coordination with auditors, banks, and legal counsel.
• Support the development of policies and procedures consistent with the Delegation of Authority (DOA) and the schools financial governance framework.

ACCOUNTS PAYABLE AND RECEIVABLE

• Oversee accounts payable and receivable processes to optimize cash flow, including coordination between US and China operations.
• Oversee the end-to-end accounts payable process, ensuring timely and accurate vendor payments.
• Review and approve invoices, expense reports, and payment requests in compliance with company policies.
• Consult with the Facilities and Operations Manager to manage vendor relationships, resolve discrepancies, and ensure proper documentation.
• Implement and maintain AP controls to prevent fraud and ensure financial accuracy.
• Coordinate with procurement and other departments to verify purchase orders and contracts.
• Lead the accounts receivable function, ensuring timely invoicing and collection of receivables.
• Assist in month-end and year-end closing activities, including reconciliations and audits.

TUITION MANAGEMENT

• Ensure timely processing of tuition payments and maintain clear communication with families regarding tuition policies. Maintain confidential records of financial transactions between Hiba Academy and families, and ensure compliance with school policies.
• Provide excellent customer service to families and students, acting with discretion and care.
• Administer the schools financial aid program, including application review, eligibility assessment, and award distribution.
• Work closely with the admissions and marketing team and school leadership to align financial aid decisions with enrollment goals.

OPERATIONS SUPPORT

• Assist in managing vendor contracts (e.g., catering, cleaning, security) and ensure service quality and compliance.
• Support the setup and optimization of student billing systems, ensuring smooth integration with tuition and financial aid processes.
• Provide logistical and operational support for school events as needed.
• Help enforce safety and child protection policies for all members of the community.

• Education: Bachelor's
• Major: Accountancy or related field
• Language: fluent written and spoken English. Mandarin Chinese may be an advantage but not essential.
• Working experience: 7 years of relevant working experience
• Professional accountancy qualification preferred (CPA, CICPA, ACCA, CIMA)
• Strong at implementing financial IT systems, prior experience in ERP implementation will be a strong plus
• Ability to design and put in place accounting controls and processes
• Excellent communication skills with a diverse range of people
• Ability to multi-task and prioritize

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