What are the responsibilities and job description for the Director Billing & Accounts Receivable position at The Learning Experience - World Headquarters?
The Director, Billing & Accounts Receivable owns the end-to-end billing and accounts receivable function for TLE corporate childcare centers, spanning private-pay and agency (DSS/government-subsidized) billing, cash application, collections, and AR reporting and analytics. This role is the senior subject matter expert on tuition billing, subsidy account management, and collection strategy, and is accountable for AR performance metrics, internal controls, and audit support across the billing function. The Director manages a Billing Specialist and any third-party billing partners, drives process improvement and system implementation, and will lead the expansion of billing programs to the TLE franchise system as corporate operations stabilize.
KEY RESPONSIBILITIES
Billing Operations — Corporate Centers
• Own end-to-end private-pay and DSS/agency billing across all corporate locations, including tuition setup, co-pays, subsidy authorizations, and agency contract management.
• Partner with center leadership to resolve billing discrepancies, family account disputes, and subsidy compliance issues.
Accounts Receivable, Cash Application & Collections
• Own AR performance metrics — DSO, % AR over 60 days, collections rate, and bad debt — with regular reporting to Finance leadership.
• Oversee cash application, ensuring timely and accurate posting across all payment channels.
• Perform and oversee AR reconciliations in support of the monthly close; partner with Accounting on bad debt reserve methodology and monthly close inputs.
• Set and execute collection strategy for delinquent accounts; manage the full collections lifecycle and payment compliance policies.
• Define and enforce write-off authority and approval thresholds; manage write-off recommendations and processing in accordance with company policy.
• Deliver AR reporting and analytics to support cash forecasting and Finance leadership decision-making.
• Own payment plan and hardship policies, balancing collections effectiveness with family retention outcomes.
Payment Processing
• Oversee merchant services, ACH/autopay adoption, and approval of refunds and credit memos; partner with Finance and operations to optimize payment channel mix and reduce friction for families.
Internal Controls & Audit Support
• Design, maintain, and enforce internal controls over billing, cash application, and accounts receivable.
• Support internal and external audits, including preparation of requested documentation and remediation of findings.
People Management
• Lead, develop, and manage the existing Billing Specialist; set clear performance expectations, conduct regular reviews, and support ongoing professional development.
• As the billing function grows, participate in hiring and onboarding of additional team members in partnership with HR and Finance leadership.
• Serve as primary contact for third-party billing and collections firms; establish SLAs, workflows, and quality controls for external partners.
Franchise Expansion
• Lead design and rollout of billing support resources for TLE franchise operators once corporate operations are stabilized; develop scalable playbooks, training materials, and tools.
Process Improvement & System Implementation
• Identify and implement improvements to increase accuracy, efficiency, and scalability across billing and AR; lead or support system implementations and automation in partnership with technology teams.
QUALIFICATIONS
Required
• 8 years of progressive billing, AR, or revenue cycle experience in childcare, healthcare, or a multi-site service organization, including 3 years leading teams.
• Direct experience managing government-subsidized (DSS/agency) billing, including subsidy authorization, co-pay structures, and agency contracting.
• Demonstrated track record of building or improving AR processes, controls, and reporting, including audit support.
• Strong analytical and stakeholder management skills; proficiency with childcare billing platforms (ProCare or similar) and Microsoft Office Suite with advanced Excel (pivot tables, VLOOKUP/XLOOKUP, data validation).
• Bachelor's degree in Business, Finance, Accounting, or a related field.
Preferred
• Experience supporting billing across a franchise or multi-entity structure; background in system implementation or billing workflow automation.
• Familiarity with childcare industry regulations, licensing requirements, and subsidy program administration.
KEY PERFORMANCE INDICATORS
DSO • % AR Over 60 Days • Collections Rate • Bad Debt as % of Revenue • Cash Application Timeliness • Write-Off Rate • ACH/Autopay Adoption Rate
KEY RESPONSIBILITIES
Billing Operations — Corporate Centers
• Own end-to-end private-pay and DSS/agency billing across all corporate locations, including tuition setup, co-pays, subsidy authorizations, and agency contract management.
• Partner with center leadership to resolve billing discrepancies, family account disputes, and subsidy compliance issues.
Accounts Receivable, Cash Application & Collections
• Own AR performance metrics — DSO, % AR over 60 days, collections rate, and bad debt — with regular reporting to Finance leadership.
• Oversee cash application, ensuring timely and accurate posting across all payment channels.
• Perform and oversee AR reconciliations in support of the monthly close; partner with Accounting on bad debt reserve methodology and monthly close inputs.
• Set and execute collection strategy for delinquent accounts; manage the full collections lifecycle and payment compliance policies.
• Define and enforce write-off authority and approval thresholds; manage write-off recommendations and processing in accordance with company policy.
• Deliver AR reporting and analytics to support cash forecasting and Finance leadership decision-making.
• Own payment plan and hardship policies, balancing collections effectiveness with family retention outcomes.
Payment Processing
• Oversee merchant services, ACH/autopay adoption, and approval of refunds and credit memos; partner with Finance and operations to optimize payment channel mix and reduce friction for families.
Internal Controls & Audit Support
• Design, maintain, and enforce internal controls over billing, cash application, and accounts receivable.
• Support internal and external audits, including preparation of requested documentation and remediation of findings.
People Management
• Lead, develop, and manage the existing Billing Specialist; set clear performance expectations, conduct regular reviews, and support ongoing professional development.
• As the billing function grows, participate in hiring and onboarding of additional team members in partnership with HR and Finance leadership.
• Serve as primary contact for third-party billing and collections firms; establish SLAs, workflows, and quality controls for external partners.
Franchise Expansion
• Lead design and rollout of billing support resources for TLE franchise operators once corporate operations are stabilized; develop scalable playbooks, training materials, and tools.
Process Improvement & System Implementation
• Identify and implement improvements to increase accuracy, efficiency, and scalability across billing and AR; lead or support system implementations and automation in partnership with technology teams.
QUALIFICATIONS
Required
• 8 years of progressive billing, AR, or revenue cycle experience in childcare, healthcare, or a multi-site service organization, including 3 years leading teams.
• Direct experience managing government-subsidized (DSS/agency) billing, including subsidy authorization, co-pay structures, and agency contracting.
• Demonstrated track record of building or improving AR processes, controls, and reporting, including audit support.
• Strong analytical and stakeholder management skills; proficiency with childcare billing platforms (ProCare or similar) and Microsoft Office Suite with advanced Excel (pivot tables, VLOOKUP/XLOOKUP, data validation).
• Bachelor's degree in Business, Finance, Accounting, or a related field.
Preferred
• Experience supporting billing across a franchise or multi-entity structure; background in system implementation or billing workflow automation.
• Familiarity with childcare industry regulations, licensing requirements, and subsidy program administration.
KEY PERFORMANCE INDICATORS
DSO • % AR Over 60 Days • Collections Rate • Bad Debt as % of Revenue • Cash Application Timeliness • Write-Off Rate • ACH/Autopay Adoption Rate